Deputy Head, Procurement, Cost & Contracts is accountable for the following:-
Procurement, Cost & Contracts
• Oversees the management of the Organisation’s supply chain system including preparation of demand & supply planning, whole warehouse operation, stockroom management, effective distribution system of all products, monthly reconciliations and monthly report to ED;
• Responsible for ensuring purchased product conforms to specified requirements;
• Responsible for evaluating & select suppliers (vendors) based on organizational criteria and other requirements from MD;
• Responsible for ensuring purchase requirement adequacy, i.e. requirements for approval of products, procedures, processes, equipment, personnel qualification;
• Responsible for establishing & implementing inspection or other activities to ensure purchased product meets specified company requirements;
• Responsible for identifying & control of all outsourced process;
• Responsible for administering procurement related procedures and taking responsibility for purchases approved;
• Strengthens all procurement functions and operation in the organization including organizing of bid advertisements and bid documents, runs bid evaluation committee,
prepares bid evaluation report, prepare POs and contracts in full compliance with the Organisation’s rules and regulations;
• Strengthening organizational systems, such as purchase order tracking, financial commitment tracking, and develops the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms;
• Maintains relevant internal files;
• Develops and manages the procurement department including setting targets and monitoring performance;
• Develops and delivers a Procurement Strategy across the Organisation to deliver the target benefits and financial savings including approving each category manager’s purchase category strategy and savings plans;
• Engages support and agreement for the strategy from key stakeholders so that implementation and compliance are optimal; promotes the effective management of suppliers to sustain value throughout the life of the contract;
• Establishes new processes and systems for effective procurement;
• Identifies solutions for the Sage upgrade; investigates opportunities for broader savings in inventory and warehousing costs by conducting in-house and outsource opportunities;
• Provides specialist advice, guidance and service on leading practice procurement to all departments concern; lead the society in identification, assessment and management of potential risks associate with differing sourcing strategies; provides insight through the analysis of spend, supply markets and savings;
• Develops and agrees on annual departmental cost savings targets for the annual Budget process; develops and agrees with the annual procurement plan with directors and departmental heads; and
• Develops a savings reporting mechanism (ideally from Sage) with Finance which is understood and accepted by the user departments.
• Produces regular reports on performance and provide comprehensive management in formation and in-depth analysis when requested including spend analysis, savings secured and potential savings – for forecast and budgets;
• Any other tasks as assigned by MD.