Assistant Buyer/Contract Administrator TT

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General Accountability.

The Assistant - Buyer/Contract Administrator is responsible for the sourcing of goods and services in keeping with the principles of sustainable procurement and best practice. The role is responsible for ensuring accurate data entry information on D365 and the computerized contract repository and engages internal customers to understand, define and refine requirements as well as engage external vendors to manage orders and any issues with contracts or procurement.

Key Responsibilities

Contract Administration- Maintenance of the corporate contract repository.

Create accounts on contract repository.
Liaise with business units to receive fully executed contracts.
Ensure that fully executed contracts on the records of the corporation.

Contract Administration- Maintenance of a contract database using appropriate software.

Categorise all contracts by status.
Keep accurate record of supporting requirements for each contract.

Contract Administration- Prepare monthly contract reconciliation report.

Monthly reconciliation of contracts on database with information on contract repository.

Purchasing Follow-up aggressively with vendors to ensure the proper closure of purchase orders and preparation of reports to management

Ensure that ordered items/ services are received in good order, on a timely basis.
Ensure/ provide statistical data to manage the day-to-day operations in the most effective and efficient manner

Purchasing- Processing of all requisitions from internal customers.

Ensure that all requisitions are filled out correctly in D365 and duly authorized in accordance with the SCM Policy and Procedures.
Convert all PRs to Orders, which can be executed by PO, wire transfers, credit cards, or cheques

Purchasing- Resolve order/delivery/invoice and PO discrepancies and escalate to the Manager P&C and internal stakeholders in a timely manner.

To contact the vendor and recipients to resolve the discrepancies and make new orders, if needed, to fulfil the supply.
Follow up for corrective action which may include revised delivery dates, credit note, or alternative sourcing of items.

Purchasing- Constantly review / scan the market of available vendors to ensure competitive pricing, quality etc. of goods & services procured.

Ensure that the Corporation continues to conduct competitive procurement activities.
Contact all potential vendors and issue pre-qualification packages to increase the pool of potential suppliers.

Purchasing- Consistently pursue cost savings activities through smart purchases and negotiations.

Produce monthly reports, which demonstrate cost savings achieved during the last reporting period.

Purchasing- To manage and perpare reconciliations on rotation:

Newspapers (Hard & Soft copies)
Credit Purchases
Petty Cash Purchases
TT Post Stickers

Purchasing- Product Catalog updates.

To upkeep the product catalog in a detailed list format of purchases and assets bought. This catalog contains all the data related to the products which include product images, descriptions, specifications, price etc. The product catalog data is viewed by our internal customers before making a purchasing decision.

Purchasing/Contract Management- Assist with Special Projects as assigned

Assist with the completion of strategic and tactical initiatives undertaken by the Department as required

The selected candidate must possess the following combination of qualifications, skills, training and experience:

Passes in five (5) GCE Ordinary Level/ CXC / CSEC Ordinary Level subjects including English Language and Mathematics at General Proficiency Grades 1, 2 or 3 with a maximum of 2 subjects at Grade 3
Two (2) GCE/CAPE Advanced Level subjects
CIPS Level 3 will be an asset
Procurement, Logistics, Warehousing, Supply Chain Management, Law of Contracts will be an asset.
Minimum of two (2) years relevant experience preferably in a Financial Institution.
Suitable combination of training and experience
High confidentiality and integrity
Passion for delivering excellent customer service
Ability to work independently and in teams
Strong interpersonal, communication and organizational skills
Ability to analyze and interpret information and data received
Excellent telephone and office etiquette
Knowledge of Microsoft Office Suite of Products
Ability to work in teams