Procurement Coordinator

Main Purpose:The primary function of Procurement Coordinators is to handle and execute their organization’s purchasing decisions, all while maintaining adequate stock levels and staying under budget.Knowledge Skills and Abilities, Key Responsibilities:

Key responsibilities:

• Ensure the business has timely supply of goods and materials it requires
• Demonstrate value for money for the company in the country when money is being spent with suppliers
• Apply Puma Energy’s Procurement processes ensuring all necessary controls, approvals and reporting is carried out in the country

Planning, Operations and Monitoring

• Initiate, lead and coordinate all procurement activities (processing requisitions, creating purchase orders, spot purchases, tenders, negotiation, expediting supply, supply market intelligence, benchmark) related to his/her country
• Proposes, negotiates, and ensures the appropriate Procurement Service Levels to the business within the country, including cost/benefits objectives
• Monitor and report Procurement KPIs for his / her country (e.g. savings, number of tenders)
• Is responsible for controlling the supplier’s payment terms under Procurement scope
• Leads initiatives pursuing optimization of the Total Cost of Ownership, establishing plans, directions and controls
• Perform price benchmark to ensure that Puma Energy prices are consistent within the market

Sourcing and Negotiation

• Validates country targets and consolidates the country’s negotiations to ensure the best costs/benefits for the company
• Lead multi discipline teams in charge of negotiations for his / her country
• Creatively explore different alternative approaches in negotiation agreements to achieve greatest cost reduction for Puma Energy
• Propose, validate, initiate and follow-up vendor qualification request (KYC)
• Build / maintain a network of contacts and develop top country Procurement relationship with suppliers
• Represents Puma Energy to suppliers, ensuring suppliers know what is expected of them and markets the opportunity for suppliers to supply Puma Energy
• Identify, propose and lead savings initiatives related to:
• Technical requirement (e.g. standardization, value engineering)
• Volumes (e.g. consolidation / rationalization)
• Vendors market (e.g. new vendors sourcing)
• Price (e.g. payment terms, warranty, lump-sum, life cycle)
• Co-responsible with Regional Procurement and Global Sourcing to implement regional and global negotiations within the country and evaluate the local impact of company’s procurement policies
• Propose, validate, initiate and follow-up vendor qualification request (KYC)
• Build / maintain a network of contacts and develop top country Procurement relationship with suppliers
• Represents Puma Energy to suppliers, ensuring suppliers know what is expected of them and markets the opportunity for suppliers to supply Puma Energy

Selecting suppliers and contracting

• Define / propose short lists of vendors for RFI/RFP/RFQ
• Pilot and organize RFI/RFP/RFQ
• Negotiate commercial terms of contracts
• Ensures that the outcomes of negotiation are translated into contracts (Frame Agreements)
• Cooperation with the Legal department for all contracts
• Manage contracts / issues (e.g. vendors dispute, invoices, warranty) in close cooperation with stakeholders
• Monitor and report on contract’s performance and savings
• Organize contract reviews during execution of contract / return on experience at the end of contract

General Management

• Be the primary point of contact for the country relating to all non-oil procurement activities supporting the general management team
• Assure implementation of Procurement policies, programs and procedures, and provide guide and advice to the business and country management
• Have clear understanding of functional areas challenges and opportunities regarding Procurement matters to provide guide and advice in decision making processes
• Understanding the main difference business activities and processes at Puma Energy (e.g. Retail, Maintenance, Operations, Aviation, etc.)

Main Challenges

• Managing and carrying out Procurement activities across a wide range of categories and for all internal departments
• Creatively explore different approaches in negotiation agreements to achieve greatest cost reductions for Puma Energy
• Align objectives with different functional areas, mainly with Operations, Maintenance and Retail
• Ensure appropriate Procurement Service Levels to the business within the country for the procurement process, quickly adapting to changes

Profile of Candidate:

• Undergraduate degree in Procurement or Business or Engineering
• Minimum Level 4 as per Chartered Institute of Procurement and Supply
•  6-8 years Procurement experience
• Ability to manage commercial relationships with Suppliers at local level
• Mature leadership and with excellent organization, negotiation and project management skills
• Problem solver, team player and can deal effectively with people who hold opposing views, tolerates conflicts and ambiguity
• Communicates effectively, persuasive speaker and a good listener
• Basic functional expertise ERP systems
• Able to accurately manage high levels of data
• Demonstrates integrity and ethical working in line with Puma Energy Code of Conduct

Key Relationships and Department Overview:

• Internal – Country General and Finance Manager, Regional Procurement, diverse Country Operational Functional Managers
• External – Malawi Revenue Authority, Vendors, Contractors