Sr. Supervisor Purchasing & Services
Ahli United Bank - Kuwait
مجموع سنوات الخبرة :14 years, 0 أشهر
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.
Freedom to Act (degree of independence to act within and outside policy and procedures)
1. Reports to Head of Administration & Services
2. Performs duties according to established policies and specialized administration
standards.
3. Completed assignments are reviewed.
1. 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.
2. 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.
3. 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.
4. 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.
5. 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 purchase/ execution of the project. Also coordination with the Finance Department for the small purchases.
6. Fixed Assets: Supervises the periodical verification of assets and record-keeping of fixed assets including asset numbering and identification.
7. Administration Procedures : Ensures proper controls and compliance of the Administration procedures including maintenance of evidence with respect to physical access controls to the premises, maintenance of various registers for keys, stationery etc.
8. Stationery: Responsible for the controls over the procurement, storage and issues of stationery items and maintenance of records.
9. Performs other duties in line with scope of work and as instructed by the Direct Manager.
10-In addition to archiving tasks
• Job Description:
Responsibilities 1. 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.
2. 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.
3. 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.
4. 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
5. Fixed Assets: Supervises the periodical verification of assets and record-keeping of fixed assets including asset numbering and identification.
6. Administration Procedures : Ensures proper controls and compliance of the Administration procedures including maintenance of evidence with respect to physical access controls to the premises, maintenance of various registers for keys, stationery etc.
Follow up the work and outstanding customer service and resolve their complaints, which gives a good impression of the follow-up to all the customers and too many of my duties well to listen to complaints and suggestions and find appropriate solutions and view all the Services provided by the company to achieve the desired objective
N/a