Procurement Officer

Job Purpose

To support the Bank’s strategic and operational objectives by managing procurement activities, vendor relationships, contract administration, records management and supporting other related administrative functions. The role ensures that procurement processes are conducted efficiently, transparently and in compliance with the Bank’s policies, regulatory requirements and Sharia principles while delivering value for money and maintaining effective service delivery across the organization.

Key Responsibilities

Procurement and Sourcing Management

• Coordinate end-to-end procurement processes including requisition review, sourcing, quotation analysis, supplier evaluation, negotiations, contract award and purchase order issuance.
• Prepare Local Purchase Orders (LPOs), procurement reports, bid evaluations and supporting documentation in accordance with the Bank’s procurement policies and approval matrix.
• Facilitate competitive procurement exercises including RFQs, RFPs and tenders to ensure cost-effectiveness, quality and transparency.
• Conduct market research, supplier benchmarking and cost-benefit analyses to identify opportunities for cost optimization and service improvement.
• Monitor procurement cycle timelines and ensure timely delivery of goods, services and works to user departments.
• Maintain and update the approved supplier database and supplier performance records including screening of vendors.
• Supporting the administration unit to carry out its mandate and undertake additional administrative and operational duties as assigned to support departmental objectives and maintain business continuity during periods of resource constraints or operational demands

Vendor, Contract and Stakeholder Management

• Manage relationships with suppliers, contractors, consultants, landlords, service providers and other external stakeholders to ensure effective service delivery and value realization.
• Support the administration unit to review, monitor and renew service contracts, framework agreements, including annual maintenance contracts (AMCs), leases and other contractual obligations.
• Coordinate stakeholder engagements and interactions with internal departments including Finance, Legal, Risk, Compliance, IT, Operations, Human Resources and Business Units.
• Participate in supplier performance reviews and contract compliance assessments to ensure adherence to agreed service levels and contractual terms.
• Maintain a comprehensive contract register and monitor contract expiry dates to facilitate timely renewals or procurement actions.

Invoice Processing and Financial Control

• Verify supplier invoices against approved purchase orders, contracts, Goods Received Notes (GRNs), Service Received Notes (SRNs), completion certificates and other supporting documentation.
• Reconcile procurement records and invoices to ensure completeness, accuracy, and compliance before submission to Finance for payment processing.
• Maintain procurement expenditure records and provide periodic procurement spend analysis reports.
• Monitor outstanding invoices and coordinate resolution of payment-related queries with Finance and suppliers.

Compliance, Governance and Audit Support

• Ensure procurement and administrative activities comply with Bank policies, procedures, regulatory requirements, and Sharia principles.
• Maintain complete and accurate procurement, contract, insurance, and administrative records to support governance and audit requirements.
• Support internal and external audit reviews by providing required documentation and addressing audit findings within agreed timelines.
• Identify procurement and operational risks and recommend mitigation measures to strengthen controls and governance.
• Monitor compliance with procurement procedures, contract obligations, insurance requirements, and records management standards.

Reporting and Management Information

• Prepare and submit periodic procurement, contract management, vendor performance and various administration reports for management review.
• Maintain accurate Management Information System (MIS) records relating to procurement transactions, onboarding and screening suppliers, supplier performance, insurance coverage, contract status, and administrative compliance.
• Provide data-driven insights and recommendations to support decision-making and continuous process improvement.

Job Specification

Education and Professional Qualification

• Bachelor’s Degree in Procurement and Supply Chain Management, Purchasing and Supplies Management, Business Administration, Commerce or a related field.
• CPSP(K), CIPS, KISM Certification, or equivalent professional qualification will be an added advantage.

Training / Skills

• Procurement and Supply Chain Management.
• Contract Administration and Vendor Management.
• Insurance Administration and Risk Management.
• Records Management and Archiving.
• Financial and Invoice Reconciliation.
• Procurement Systems and ERP Platforms.
• Banking Operations and Regulatory Compliance.
• Knowledge of Islamic Banking and Sharia-compliant procurement practices is an added advantage.
• Advanced Microsoft Office and reporting skills.

Work Experience

• Minimum 2–4 years’ experience in procurement, contract management, administration, facilities management, or related functions, preferably within the banking or financial services sector.

Competencies

• Negotiation and Influencing Skills.
• Analytical and Commercial Acumen.
• Planning and organizing.
• Communication and Interpersonal Skills.
• Attention to Detail.
• Problem Solving and Decision Making.
• Relationship and Stakeholder Management.
• Integrity and Professional Ethics.
• Customer Service Orientation.
• Compliance and Risk Awareness.
• Teamwork and Collaboration.