Procurement Officer

The Procurement Officer procures goods and services at the right quality, quantity, and price in line with TSTT's established Procurement policies.

PROCUREMENT OFFICER

JOB SUMMARY

The Procurement Officer procures goods and services at the right quality, quantity, and price in line with TSTT's established Procurement policies. The Procurement Officer supports the Procure to Pay process, liaises with internal and external customers, and participates in prequalification, tender evaluations, and negotiations. The role owns the relationship with vendors and maintains the repository of vendor information.

           KEY FUNCTIONS

• Verifies the accuracy of Procurement documentation received via the company's Enterprise Resource System (ERP) for the processing of online Requisitions to Purchase Orders; ensures that the information is accurate and in compliance with the established Procurement procedure.
• Resolves invoicing exceptions with suppliers and internally with the Managed Services section.
• Ensures all procurement documentation and work undertaken is completed within compliance with TSTT's established Procurement Policies/Procedures and the Procurement Act of Trinidad and Tobago.
• Dispatches approved Purchase Orders and any other required procurement documents to suppliers and LOB departments.
• Resolves queries from freight forwarders and suppliers on the status of purchase order related documents and deliveries.
• Expedites shipment delivery dates via notification and follow up with TSTT's Freight Forwarder(s) and vendors as and when required.
• Monitors the delivery status of goods in transit, maintain related records and take the necessary follow up action to improve delivery if required.
• Ensures that the Line of Business identifies the appropriate performance measurement criteria for vendors and that performance data is collected by the Line and then collated and utilized for vendor management.
• Communicates with vendors on their performance and engages them in discussions for improvements; notifies vendors and follow-up in case of failure of contractual obligation.
• Manages the repository of all vendor-related correspondence and documentation.
• Conducts negotiations with vendors to gain value add for TSTT-inclusive of reduced cost, better payment terms, price freezing, better warranty, and delivery terms. Leads post-tender negotiations with Bidders and contract variation as per the requirements stipulated in the purchasing's procedure and policies.
• Manages via internal resources or executes processes directly as necessary to ensure that the complete Procurement to Pay process meets the organizational goals while maintaining compliance with TSTT's policies and procedures. This includes sourcing goods, developing RFxs, participating in prequalification and Tender Assessments, and issuing Purchase Orders. (RFx= RFP, RFQ, RFI).
• Supports LOBs in the Waiver of Tender process.
• Creates and maintains strong relationships with suppliers.
• Assists in the resolution of procurement problems for all LOBs.
• Provides internal and external customers (including vendors) customer service excellence in the discharge of Procurement duties and deliverables.
• Ensures department's KPls are achieved (inclusive of vendor additions, requisition to purchase order, RFx and Waiver of Tender management, management letters, and outrecs).
• Maintains an effective online filing system for all Procurement related documentation.
• Supports Department in maintaining the currency of existing Procurement Procedures, Policies and Processes and the development of new ones when the need arises.
• Ensure all work promotes relevant, accurate, reliable and timely information.
• Performs such other related duties/tasks as assigned by the section manager, Senior Manager or CFO.
• Work with other Finance Departments to ensure accurate transfer of information and reporting.

 Education & Experience:

• A minimum of a bachelor’s degree in Management, Supply Chain Management, Logistics, Operation Management or Business Management.

• CIPS or other Procurement or Supply Chain certification would be an asset.

• A minimum of three {3) years in contract negotiation, administration and/or management.

• A minimum of three {3) years in a customer service environment, a technical or commercial environment together with demonstrated Supply Chain knowledge.

• Experience at working both independently and in a team-oriented environment.

NOTE: Any relevant combination of qualifications and experience at an appropriate level to competently perform required duties will be considered.

FUNCTIONAL COMPETENCIES:

Supply Chain Management: The ability to manage supply chain activities to maximize customer value and achieve sustainable competitive advantage. Knowledge of TSTT Procurement Policy and Procedures, Vendor Management, Vendor Master File Administration & Maintenance policy

Procurement Guidelines and Procedures: The adherence to governance and procurement practices, Contract and Purchasing Law, Negotiation and Problem Solving, Procurement Act

Business Acumen: Understanding the methodologies, processes, systems and business environments the organization operates internally and externally.

Personal Effectiveness: The ability to use the resources available (personal and professional) to enable the effective achievement of organizational goals and objectives.

Understanding and applying the dynamics of the internal and external business environment in which TSTT functions and makes supply chain and logistics decisions that realise sustainable benefits to the organisation and enhance customer satisfaction.

Skilled in applying ethical standards, diplomacy, sound judgment and emotional intelligence that results in individual effectiveness and institutional benefits.

Awareness and application of tools, techniques, processes, knowledge and experience to create and implement a Supply Chain strategy that is not only aligned to organisation strategy but also realises greater economic value.

Ability to understand and apply supply chain and logistics decisions that realise sustainable benefits to the organisation and enhance customer satisfaction within the internal and external business environment dynamics TSTT functions.

Proficiency in Microsoft Office Suite Applications and systematic identification, analysis, planning and implementation of actions designed to engage, communicate, consult, influence and inform different stakeholder groups.

CORE AND LEADERSHIP COMPETENCIES:

• Organisational Awareness: Contributes to the organisation by understanding and aligning actions with the organisation's goals, core functions, needs, and values. Contributes to the organisation by actively demonstrating the alignment of activities with the organisation strategies, key initiatives, core functions, needs, and values and supporting others to do the same.

• Customer Focus: Prioritises and takes action on the needs of both internal and external customers. Designs and delivers products and services with the customer experience top of mind.

• Planning and Results Orientation: Invests time in upfront planning to achieve organisational goals and objectives while meeting quality standards, following the appropriate processes, and continuously assessing results.

• Creativity and Innovation: Thinks beyond the confines of traditional models to recognise opportunities and find new and better ways of doing things to be and remain an agile broadband provider. Encourages experimentation and accepts failure as a driver of innovation.

• Communication: Effectively and appropriately interacts with others to build relationships, influence others, and facilitate sharing ideas and information. Uses tact and diplomacy to navigate demanding situations. Relays key messages by creating a compelling story targeted to specific audiences.

• Strategic Leadership and Execution: Applies vision to think beyond the immediate situation and explore multiple potential paths. Invests time in planning, discovery, and reflection to better drive decisions and more efficient implementation. Ensures that business goals are met by executing, monitoring, and adjusting the organisational action plan.

• People Leadership: Inspires, motivates, and empowers people to achieve organisational goals. Coaches, mentors, and manages employee experience and performance through mindful preparation. Creates space for others to lead.

• Managing 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 themselves and others. Enables the process of change and transition while helping others deal with the effects of change.

• Problem Solving and Decision Making: Use critical thinking to evaluate problems, gather information, understand causes, and identify the best workable solutions. Invests time in planning, discovery, and reflection to drive better decisions and more efficient implementations.

Deadline date for applications: 13^th October 2023