Procurement Admin Officer at Rand Merchant Bank

About the job

Background:

RMB Nigeria (“the Bank”) is a market leader in Corporate and Investment Banking where our people are our differentiators. They come from many different backgrounds, bringing unique perspectives to finding solutions and solving challenges for our clients. At RMB our thinking digs deeper and sees further. With a can-do mindset that is innovative, curious, and resilient we unlock unique opportunities for our clients and society. We seek people who create a culture of sharing and who champion honorable behavior. Our people are smart, hard-working, self-motivated, and have a passion for their work and the success of RMB. We offer a non-hierarchical, entrepreneurial environment where our people think and act like owners. We empower people, hold them accountable, and reward exceptional performance. The Bank supports the recruitment and advancement of individuals with disabilities. For us to fulfil this purpose, candidates can disclose their disability information on a voluntary basis. The Bank will keep this information confidential unless we are required by law to disclose this information to other parties

Purpose:

Rand Merchant Bank (“RMB”) (a division of FirstRand Bank Limited) has a Procurement and Admin Unit focused on overseeing vendor management, procurement of goods and services, and maintaining the effective management of the administrative services of the Bank. This position is responsible for operational support duties to ensure the efficient running of the bank in relation to the day-to-day functioning of procurement, facility management, and general administrative service management.

Responsibilities: Procurement

• Vendor Sourcing and Selection: Identify potential vendors, conduct market research, and evaluate proposals to select the best suppliers for goods and services required by the organization.
• Vendor Contract Negotiation: Negotiate contracts with vendors to secure favorable terms, pricing, and service level agreements while ensuring compliance with organizational policies and legal requirements.
• Purchase Requisition Processing: Receive and review purchase requisitions from different departments to understand specific needs and requirements. Coordinate the procurement process and ensure timely delivery of goods and services.
• Budget and Cost Control: Collaborate with finance and budgeting teams to align procurement activities with budgetary constraints. Monitor spending and identify cost-saving opportunities without compromising quality.
• Contract Management: Maintain accurate records of vendor contracts and agreements. Ensure all contracts are up-to-date, enforceable, and in compliance with relevant policies and regulations.
• Implement and drive compliance on established governance as it relates to procurement and general service administration processes.

Office Administration

• Office Management: Oversee the day-to-day operations of the office, ensuring a well-organized and productive work environment. This includes managing office supplies, equipment, and facilities maintenance.
• Financial Administration: Assist with tracking expenses. Process invoices, purchase orders, and reimbursement requests. Collaborate with the finance department for financial reporting.
• Facility Maintenance: Plan, coordinate, and supervise maintenance and repair activities for all facilities, including buildings, equipment, and utilities. Conduct regular inspections to identify and address any maintenance issues promptly.
• Safety and Security: Implement and enforce safety procedures, fire drills, and emergency response protocols. Ensure that all safety equipment is in place, functional, and regularly tested. Collaborate with security personnel to maintain a secure environment.
• Space Management: Manage the allocation and optimal use of office space. Coordinate office moves, rearrangements, and renovations as necessary, while ensuring minimal disruption to operations.
• Procurement and Inventory: Manage facility-related procurement, such as office supplies, furniture, and equipment. Maintain an inventory of facility assets and track their condition and usage.
• Vendor Management – engage with third party vendors that provide services such as cleaning, security, and driver management for the bank.

Reporting

• Provide reporting to stakeholders on outstanding documentation such as cost analysis, vendor onboarding documentation, fleet management monitoring etc.

Compliance

• Awareness and understanding of the regulatory framework in which the Group operates, and the regulatory requirements and expectations relevant to the role.
• Proactively manage risks and establish/monitor controls to improve the overall state of the risk management and operating framework.

Governance

• Undertake periodic self-assessment on key controls to assess the proper functioning and adequacy existing controls.
• Highlight significant issues/errors to team leader. Regulatory compliance refers to compliance with all regulatory agencies, including but not limited to the CBN, FIRS, South African Reserve Bank (“SARB”)

Qualification

• The successful candidate should have at the minimum, a bachelor’s degree in Banking, Finance, Accounting, Science, Engineering, or a related discipline. A master’s degree or professional qualification would be an advantage.

Technical skills

• Proficient in MS Office
• Knowledge of global and local KYC / AML regulations and associated requirements
• Knowledge of CBN banking regulations (including foreign exchange regulations), SEC regulations, and any other regulations pertaining to banks and financial services companies as it relates to procurement and administration.
• Knowledge of the workings of the banking sector, and merchant banking in particular
• A good understanding of basic accounting and taxation rules is required for the efficient discharge of the function.

General

• Good judgment and decision-making skills
• High levels of numeracy and literacy are essential.
• Strong interpersonal skills, and Listening, analysis and debating skills
• Attention to detail with strong problem-solving skills.
• A high level of pragmatism tempered with the strength to stand firm where necessary. Able to deal with criticism.

Human Relations Profile

• Strong character & integrity paramount
• High degree of self-confidence; pleasant personality; well presented.
• Well organized / good time management skills / disciplined/ detail orientated.
• Self-starter able to work with minimal supervision.
• Team oriented.
• Flexible when necessary.
• Ability to work under pressure.
• A strong communicator who is deadline and solutions driven.
• Strong work ethic and ability to operate in a fast-changing environment (building a business).
• Able to work as part of a highly innovative and competitive team, meeting demanding deadlines.
• A high degree of professionalism and business acumen.