The Assistant Director, Procurement is accountable for the procurement, logistics and warehousing functions and creates value to the organization through efficient supply chain management.

WATER AND SEWERAGE AUTHORITY OF TRINIDAD AND TOBAGO

Job Title:  Assistant Director, Procurement

Division:  Corporate Finance

Department/Section:   Procurement 

Location:Head Office, St. Joseph

Reports to:   Director Corporate Finance

1. JOB PURPOSE:  

The Assistant Director, Procurement is accountable for the procurement, logistics and warehousing functions and creates value to the organization through efficient supply chain management. 

This role supports a transformed Authority in achieving its strategic mandate through the development and execution of policies and/or programs, accountability for staffing and leading teams to achieve the stated strategic goals.

This role enhances efficiency through the effective procurement of materials with suitable partners, effective distribution of materials and storage of supplies for when it is needed. The role manages a significant inventory and is a key contributor in the Authority’s cost management initiatives.

2.0KEY ACCOUNTABILITIES:

STRATEGIC LEADERSHIP AND MANAGEMENT

1. Contributes to the development of the strategic plan for the Division/Department/Unit by planning, organising and coordinating activities designed to achieve the transformation agenda.

2. Develops and implements supply management policies, practices, procedures and standards, to encourage optimal availability of materials.

3. Designs and implements effective short-term and long-term strategies for the procurement of material and equipment for the Authority with recommended partners.

4. Leads the processes related to the procurement, distribution and storage of items.

5. Leads the tender management and contract administration process to ensure that the interests and assets of the Authority is safeguarded by reasonable standards.

OPERATIONS

2.5Ensures activities for Purchasing and Stores Management are well coordinated and meeting stated objectives.

2.6Implements adequate, effective management controls, to ensure accountability for the Purchasing and Stores function throughout the authority.

2.7Prepares all tenders and recommends award of contracts to the Board and leadership in accordance with the Tenders Management policy and procedure.

2.8Consults with the User department, Chief Executive Officer, Tenders Committee, as regards to the method of tendering, the names of firms to be invited to tender and attends opening of tender meeting according to tender rules. 

2.9Manages vendors to ensure the Authority receives optimal supply and service efficiently.

2.10Conducts routine audits to ensure activity and inventory is accurately accounted for.

2.11Implements and maintains an appropriate information system to manage procurement and supply chain activity efficiently.

PEOPLE 

1. Collaborates with leaders and the Board on the settlement of disputes.

2. Collaborates with relevant stakeholders in the conduct of research and analyses that inform legal strategies and implications for sustainable and economic development for the Authority.

3. Leads the human resources activity for the unit by managing staff performance through coaching, oral and written discipline and making appropriate interventions for improved performance.

4. Liaises with management to ensure requirements for supply chain are understood and met.

5. Establishes relationships and partnerships with vendors to ensure that the Authority is partnered in an effective way for optimal supply of materials and services.

6. Liaises with auditors to conduct annual and other audits to account for the authority’s assets.

7. Promotes a healthy and safe culture that is compliant with government legislation, company policy, and environmental regulations and standards.

REPORTS

1. Prepares activity reporting for all accountabilities for management review.

2. Prepares all reporting and correspondence for the tender management processes.

3. Prepares ad-hoc reporting in response to Management enquiries and initiatives.

Together with such other tasks as required by the Director and which are appropriate up to the grading level of the post.

3.0COMPETENCIES:

CORE

3.1 Safety: Adherence to the safety practices, laws and codes guidelines, as outlined in the Safety Policy, Operational Manuals and other company documents. Safety First!

3.2 Teamwork: To work together with one or more persons / organizations to complete a project or task, working towards a common good to benefit the team or organization. Demonstrating the ability to develop, maintain, and strengthen partnerships with others both inside and outside the organization.

3.3Enterprise Customer Advocacy: An obvious focus on what is best for the customer throughout the enterprise, a desire to assist and/or serve customers and meet their needs. Taking personal responsibility for addressing issues in customer-service, with prompt and effective solutions and without becoming defensive; Ability to prioritize multiple customer needs and take action which aligns with the department initiatives and the organisation's core values. It is simply about putting the customer first in everything that we do at WASA.

3.4Professionalism: The habitual and judicious use of communication, technical and problem-solving skills, clinical reasoning, emotions, values, and reflection in daily practice for the benefit of the company and community.  Demonstrates a conscientious, courteous, and business-oriented manner while on the job. 

3.5Uprightness: Adhering to the company’s Code of Conduct policy and all other company policies and guidelines. Promotes professionalism, morality, civility and ethical principles, demonstrating commitment to openness, being transparent and honest in one’s dealings with people internal and external to WASA i.e., Doing the Right Thing All the Time.

TECHNICAL

3.6Contract Administration: Competencies required in identifying and negotiating with suppliers, Contractors managing contract creation, execution, undertaking analysis to maximize operational and financial performance.

3.7Procurement:The competencies required to acquire materials, goods, services, supplies and works in keeping with the procurement legislation, company policies and guidelines to meet work situations and the needs of operating and manufacturing plants.

3.8Inventory Management:The competencies required in logistics, transportation, distribution, storage, warehousing, and inventory management. Ability and knowledge to ensure that the right stock at the right levels are stored in the right place and at the right cost.

3.9Supply Chain Management:  The competencies required in developing, implementing, and supervising a sustainable supply chain management system. The ability to engage in the management of the network of interconnected businesses involved in providing goods and services to the customers.

LEADERSHIP

3.10Business Acumen: Demonstrates a deep understanding of the business environment. Capable of developing strategies that secure sustainable development of the company, capable of building and cultivating external relationships.

3.11Critical & Strategic Thinking:Sees the bigger picture and strives to effectively integrate the organisation into a cohesive whole.  Takes a strategic approach to leadership and planning, thinking about the longer term. Works to implement the strategic plan, monitoring and reviewing activities to ensure they are aligned with the broader goals. Self-directed thinking that produces new and innovative ideas and solves problems. Reflecting critically on learning experiences and processes and making effective decisions.

3.12Results Orientation: The ability to set challenging goals with desired results and to focus one's effort and the effort of the unit on the desired result. Demonstrating a strong sense of urgency in achieving results and solving problems to accomplish work.

3.13Managing through Change and Uncertainty: Adjusts thinking and behaviour to resiliently face change and uses experience to fuel growth. Embraces failure as a learning opportunity for self and others. Enables the process of change and transition while helping others navigate through the effects of change.

3.14Communication: The ability to communicate effectively both verbal and written. Effectively and appropriately interacts with others to build and foster existing relationships, influence, and facilitate the sharing of ideas and information.

3.15Business Partnering: The ability to work co-operatively with other business professionals and partners and advise on strategic and operational issues, through insights that support business decisions.

3.16People Leadership: The ability to inspire, motivate, and empower people to achieve organizational goals. Coaches, mentors, and manages employee experience, and employee performance, through mindful preparation. Creates space for others to lead.

4.0QUALIFICATIONS & EXPERIENCE:

4.1Level 6 Professional Diploma in Chartered Institute of Procurement and Supply (CIPS) or Bachelor’s degree in Business Management, Accounting, Economics or relevant discipline with CIPS certification or relevant certification from the Institute of Materials Handling (IMH), and any equivalent combination of experience and education.

4.2Minimum of ten (10) years’ experience in the field of Supply Management of which five (5) years must be at a management/ senior level.

4.3Knowledge and experience with the new Procurement Legislation.

5.0KEY RELATIONSHIPS:

5.1Direct Reports: Team Leader, Strategic Procurement; Team Leader, Purchasing (Head Buyer); Team Leader, Materials and Warehousing; Lead Compliance Supervisor; Management Assistant 

5.2Indirect Reports:Leads

5.3Internal Contacts: Team; Board 

5.4External Contacts: 

6.0ACCOUNTABILITIES/OUTPUTS: (Areas for which the incumbent is directly answerable for attaining and delivering in the course of duty)