Procurement Support Specialist (KYC)

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Job Summary

To deliver procurement administrative support services through the execution of predefined objectives as per agreed standard operating procedures (SOPs)

Job Description

Planning and delivery of business services activity:

• Solve all incoming sourcing queries e.g. obtain documents to get vendor approved on Absa system, enquiries whether vendor is approved by following the guidelines on approval.
• Develop and maintain relationships with relevant SBU’s e.g. Absa Group Sourcing; Drake & Scull; BTB Forum on a regular basis so that AIC is up to date on any new procurement methodology from Group Procurement.
• Develop and implement administrative change initiatives to improve the sourcing and procurement activities within the CRES environment by updating supplier records documents on time and to do follow up on all outstanding documents.
• Monitor compliance to source policies by analysing data supplied and take corrective action by contacting each user that followed incorrect sourcing method or used non-approved suppliers.
• Propose cost-saving initiatives e.g. replacing old equipment in AIC sites and branch sites within AIC.
• Assist with audits of vendors to check if they are still approved and BEEE compliant.
• Obtain documentation from non-approved vendors to apply for vendor approval via Absa Group sourcing.
• Ensure that all outstanding documents i.e. BEE Certificates and Public Liability Certificates, are received from the supplier and updated on the system to comply with the policy requires.
• Ensure that required documents are correct by checking that it is certified and legible. Ensure that correct names of suppliers are used on the system by comparing them to the original Business Registration documents of the supplier.
• Change suppliers' banking details on receipt of documentary proof from the supplier on ASTI.
• Process all procurement vendor invoices by getting sign-off from management and processing the payment on SAP system. File and keep all communication documents between AIC and suppliers in the suppliers files for reference purposes Team Work:
• Attend regular meetings with business units to address the procurement needs of the business unit.
• Contribute to the embedment of compliance awareness of service providers in the business unit by loading preferred suppliers on the ASTI system and advising CRES of new suppliers that have been loaded for future utilization and this will speed up the complaints turn around time.
• Manage and control supplier files by storing them in a safe lockable cabinet, to protect their information.
• Authorise and approve requests on the system when CRES requests such services. Attend to your colleague’s files if not available so that business continuity is not hampered.
• Attend to complaints or queries as quickly as possible. Arrange retrieval and sending of filing to Metrofile in accordance with policies and procedures when files are not utilized anymore.
• Monitor and keep on checking the supplier performance so that we may know those that do not perform to our required standard.

Knowledge Management:

• Provide timely and effective information about spend of clients on reports.
• Provide a presentation about the funds spend on project/supplier when required.
• Align with Clients Absa best practices or expand on good ideas of other SBU's, be aware of what's going on in Absa by doing own investigations on Absa website or Absa Employee portal or networking with employees in other divisions.
• Manage and report maverick spending to the SBU head, so that Clients can make use suppliers on the panel. Report any incidents of suspect fraudulent activities by whistle blowing or to the relevant Team within BU regions. Advise suppliers to comply with all supplier compliance requirements.

Education

Absa Bank Limited is an equal opportunity, affirmative action employer. In compliance with the Employment Equity Act 55 of 1998, preference will be given to suitable candidates from designated groups whose appointments will contribute towards achievement of equitable demographic representation of our workforce profile and add to the diversity of the Bank.

Absa Bank Limited reserves the right not to make an appointment to the post as advertised