Procurement and Contracts Manager

Job Purpose:

• The Procurement Manager is responsible for timely provisioning of goods and services as required by the business and is the lead of the Contract and Procurement (CP) function in the country.
• Specific responsibilities include overall management of supplier relationships development of procurement strategies, negotiations, seeks maximum value from existing and new contracts, consistently reviewing and assessing the supplier market to optimize procurement opportunities.
• The procurement manager is tasked with the delivery of the targets and value agreed with business and as aligned with the Country Business plan.

Principal Accountabilities:

Category Management:

• Utilize procurement expertise to deliver the target results Conduct the supply market analysis in order to understand trends in cost drivers, supplier market structure.
• Benchmark Vivo Energy’s costs and processes against others in the same market in order to identify opportunities for improvement and cost management.
• Identify new sources and evaluate suppliers’ capabilities.
• Development and Issuance of the tender documentation (Request for Information, Request for Proposal, Request for Quote); the receipt and analysis of offers from bidders.
• Identify new sources and evaluate suppliers’ capabilities.
• Develop the negotiation strategy; lead the negotiation process with potential bidders.
• Execute reverse auctions or Online Bidding when applicable.
• Maintain all the company records related to the procurement activity (Contracts Board Submission Documents, Contracts, Contracts logs, etc.)
• Use dedicated IT tool system to report against targets.
• Responsible to ensure compliance with policies and procedures in alignment with sourcing strategy; and that appropriate audit trails are embedded in procurement programs, for internal audit and performance management purposes.
• Report exceptions where business procurement activities are not followed e.g. splitting large payments into multiple small payments, Payment without Purchase Orders, etc.
• Provide Category Managers with information as requested and contribute in sourcing initiatives to drive measurable improvements in the areas of customer satisfaction, compliance and cost benefits.
• Drives continuous improvements of processes and procedures in collaboration with the Category managers and business departments involved.

Supplier Management:

• Track supplier deliverables/metrics and monitor processes to manage supplier performance that are consistent with Vivo Energy objectives.
• Responsible for supplier relationship of key contractors whose operations are strategically important to the company, including business demand and portfolio management.
• Maintain supplier relationships focusing on superior quality, competitive price, and timely delivery.
• Work with suppliers to continually identify process improvements and cost reduction opportunities.
• Contributing to the periodic business reviews with key suppliers to ensure strategic priorities agreed at the outset are delivered in a timely and cost-effective manner.

Business Partnering:

• Establish and maintain effective working relationships with cross functional, internal teams and suppliers’ partners in order to facilitate the best communication practices, add value, and reduce costs.
• Provide guidance to business partners to influence spend, cost savings and vendor rationalization.

Contract Management:

• Ensure implementation of global contracts, compliance with terms and conditions when placing orders and users are informed and aware of all initiatives.
  Ensure that contract reviews are undertaken and lessons learnt fed back into the commissioning and procurement process to ensure continuous improvement.  
• Ascertain with Contract Holder support that issues of non-compliance or variation in contract are picked up early and either dealt with or appropriately escalated for resolution.
• Give a full support to the contract holders to manage properly the key contracts in all steps from initiating the start up to executing the close out and feedback.

Key Challenges:

• Ensure coherence and consistency of CP approach with new challenges.
• Work as part of a virtual team that spans multiple cultures, time zones and working practices in a challenging and fast-moving environment
• Transforming image of the procurement to be seen as a true partner.
• Change the mindset and challenge the traditional ways of working.