senior supervisor purchasing and services
Ahli United Bank - Kuwait
Total years of experience :14 years, 0 Months
Role Statement (brief general overview of key focus of the position)
Plan, Organize, Direct staff and resources to accomplish department objectives. Develop and implement all Admin. & Services Dept. policies and procedures (Purchasing, Stores, Mail, Archiving, Digital Data Processing, Real Estate). Prepare and submit budget proposals for requirements across the bank. Plan, finalize and execute purchasing and procurement strategies. Finalize Procurement, Outsourcing and other Supplier Contracts in co-ordination with Sharia, Legal, AML and Customer Protection and Customer Complaints.
Principal Responsibilities (list of major tasks/duties performed)
1. Supervises and directs the activities of assigned personnel. Performs managerial functions at the section level as established by management.
2. Direct and manage sourcing strategies in co-ordination with Groups, Divisions, Departments and Units across the bank.
3. Monitor and analyze trends in organizational spending and inventory control, in order to make recommendations for the future, and to identify areas for possible savings.
4. Develop, establish, implement, and enforce supplier and outsourcing guidelines, obligations, and service level agreements to the organization.
5. Analyze trends and market conditions for the present and future pricing, availability, lead-time, and capacity of goods and services.
6. Negotiate and Finalize pricing, terms and conditions, and warranties of products/ services with key suppliers and service providers.
7. Interview, identify, and qualify potential (new) suppliers in order to secure cost-effective sources of products and services.
8. Review all Procurement, Outsourcing and other Vendor Contracts and obtain approvals in co-ordination with Sharia and Legal. Confirm that all contracts are renewed and finalized in a timely manner.
9. Direct and control all Mail functions such as incoming, outgoing, pigeonholes, door-to-door, return and overseas mail services across the bank in a timely manner.
10. Co-ordinate with MOC and Outsourcing Companies for various services required for the bank.
11. Supervise the usage of Franking Machine to ensure usage in accordance with the Tariff set by MOC. Verify Franking Machine records and reconcile with Finance.
12. Confirm that all Outsourcing Services are performed in accordance with agreed contracts. Also verify invoices and confirm that the invoices are forwarded to Finance in a timely manner to effect payments.
13. Direct and Control all activities related to Archives and ensure that archiving functions are performed as established by the management.
14. Verify and confirm that archiving and retrievals of documents across the bank are met in a timely manner.
15. Direct the staff to verify retention periods of archived documents on a regular basis. Confirm that the documents that have completed the retention period are destroyed in accordance with the established procedure.
16. Monitor Digital Data Processing functions such as sorting, scanning and indexing of documents received from various users, to the KOVIS System.
17. Confirm that documents are retrieved and copies are delivered to the users as per the requests, in accordance with the established procedure.
18. Manage Admin. & Services team in co-ordination with Head of the Dept, including recruitment, supervision, scheduling, development, evaluation, and disciplinary actions.
19. Performs other duties as assigned.
Key Work Related Contacts (inside and outside the bank - nature and purpose)
Has contact through correspondence, visiting or telephone with various suppliers and outsource service providers which require knowledge of the subject matter and ability to present it satisfactorily.
Positions that report into this position:
Supervises the following positions:
- Mail Supervisor / Mail Clerks
- Sr. Purchasing Officer
- Scanning Clerks
- Archives Officer / Clerk / Messenger
- Stationery Clerks
Contract Management: Supervises the record keeping and follow up of various AMCs and other Contracts with service providers including tenancy, legal services, guarding services etc. Ensures the continuance of a tracking system to ensure timely renewals. Is also responsible for the parking related issues for the premises occupied.
Premises Maintenance: Supervises timely repairs and maintenance of all the Branches and all the floors occupied by the Bank for carpentry, plumbing, electrical, painting, floor polish, etc. Also acts as coordinator for the maintenance of hoardings, sign boards, signage outside and around the premises, and advertisements. Also responsible to ensure the maintenance and regular testing of the DG sets.
Security: Supervises the maintenance of the CCTV cameras & recording, alarm systems, access controls, etc. Responsible for coordination with the agency to ensure proper arrangements in case of emergency alarm.
Safety: Manages and maintains the employee safety measures and ensures proper maintenance of fire extinguishers and other safety aspects. Takes charge to ensure that all employees are provided knowledge of the fire precaution measures and periodically conducting mock drill.
•Purchases: Directly supervises that the Purchase Procedures are followed within the Purchase Policy framework. Ensures the smooth conduct of the purchase committee meetings and all related documentation pre and post approval in keeping with the Purchase Policy / Procedures. Support the business till the completion of the establish and implement purchasing policies, procedures and best practices
•monitor ongoing compliance with purchasing policies and procedures
•direct procurement policies to ensure all items are purchased and delivered within budget and time constraints
•identify and source new suppliers and vendors
•manage vendor and supplier selection process based on price, quality, support, capacity and reliability
•develop and maintain strategic relationships with key suppliers and vendors
•establish and update an approved vendor/supplier database
•develop, negotiate and administer purchasing agreements and contracts with suppliers in support of organizational requirements
•evaluate contracts to ensure compliance with legal requirements and organizational policies
•monitor supplier and vendor compliance with contractual agreements
•measure and manage the vendor and supplier cost, quality and delivery performance
•oversee supplier compliance with internal quality standards and external regulations
•troubleshoot cost, quality and delivery concerns
•manage risk relating to quality, cost, delivery and supply of purchases
•introduce performance improvement measures for suppliers and vendors
•work with relevant departments to manage inventory requirements
•facilitate timely placement of purchase orders
•review purchase orders for proper authorization and compliance with organizational policy and procedures
•develop and manage purchasing budgets and forecasts
•monitor and reduce purchase variances to meet profit objectives
•produce regular reports on purchase commitments, costs and delivery performance
•oversee the operations and daily activities of the purchasing department
•performance manage, develop and motivate purchasing staff
•direct continuous improvement of purchasing processes in line with changing organizational needs and market conditions
Fixed Assets: Supervises the periodical verification of assets and record-keeping of fixed assets including asset numbering and identification.
Administration/procurement Procedures : Ensures proper controls and compliance of the Administration/ procurement procedures including maintenance of evidence with respect to physical
o Executing the company projects and contracts related to the branches,
o Receiving and reviewing the bids submitted by the companies,
o Issuing and revising the invoices related to payments for the companies
o Following up the outsourcing contractors working in VIVA services & security. Perform difficult, complex, technical and/ or specialized office support work, which requires the exercise of independent judgment, the application of technical skills, and a detailed knowledge of the activities and procedures specific to the department or unit to which assigned.
o Manage and secure the availability, storage and effective distribution of all office stationary to ensure an ongoing availability of related materials.
o Explore and recommend outsourcing services that can be more cost effectively provided by subcontractors.
o Communicate with the supplier as per the respective SLA.
o Secure proposals from all hotels and commercial venues for conference room bookings and business reviews at the company.
o Follow up and ensure proper processing of all requests related to the remote areas in compliance with company policy.
o Support administration activities and proper inspection of general services (cleaning services, security, services, etc….) as per respective SLA to ensure internal customer satisfaction.
o Negotiate with supplier from a technical aspect to ensure the provision of optimum quality of products or services provided.
o Prepare correspondence, reports, forms, vouchers, work orders, and specialized documents related to the administration services.
o Evaluate costs, user feedback and service standards of all administration services vendors on a quarterly basis to ensure employee satisfaction.
o Contribute in the tenders' evaluation process in line with the set policies and procedures.
o Follow up with the facility stakeholders to ensure alignment of the services with the set agreements.
o Implement HSE activities on all the company premises to ensure alignment of the same with the governmental requirements. Ensure availability of the necessary HSE licenses.
o Also -Specialist Logistics :
o provides several functions including: follow-up of device shipments from the country of origin
o Follow-up customs broker and supervision of the private contract and pay his bills.
o Preparing reports and follow-up shipments warehouse team and to make sure of receiving with formal report.
Supervise the contracts subject within my duties
o In addition to taking responsibility for the administration in the absence of the Director and to the receipt of his duties while back.
Customer Care
N/A