Procurement Tender Administrator& Purchase to Pay (PtP) Analyst - EABL

Description

EABL is the leading premium alcohol manufacturing, distribution and sales group in Eastern Africa.

This role is located in Procurement which is within the Group Supply Chain business. The company is structured on regional basis with market-led purchasing sections, which have been delegated authority to manage their supplies and suppliers. Group procurement function provides support to all in-market procurement teams covering Strategic Sourcing, Legal, Risk & Governance, Procurement policies/ procedures support, Tender Administration, managing Supplier Financing scheme, resolving and managing Purchase to Pay processes, Learning and Development and Group procurement business performance reporting.

The incumbent works closely with the Procurement Buyers, Controllers, Managers, Heads of In-Market Procurement, Head of Group Procurement, Head of Procurement Support Services, Diageo Africa Procurement, Marketing & Sales, Information Systems, Supply Operations, Finance & Strategy, Corporate Relations, Legal Department, Compliance and GAR (all internal stakeholders) and externally, the Suppliers.

Market Complexity:

• Providing support across all categories and in market teams in EABL for effective management of Tender processes supported with complete documentation/approvals in line with approved SoA
• Central coordination of administration of Supplier Financing (SF) across EABL markets
• Corresponding with suppliers and banks to resolve SF and PtP issues
• Liaising with Diageo Africa L&D lead to schedule and have effective delivery of L&D with proper documentation within EABL markets

Purpose of Role:

Provide EABL Group Procurement with:

• Tender Administration – follow through all stages of sourcing to ensure closure and accurate documentation leading to sourcing decisions made;
• PtP support – analyse and follow through supplier account management actions with category managers, material planners, orderers and PtP team within Finance.
• Provide suppliers with account listing of open invoices for onward presentation for supplier financing
• Keep accurate records of supplier accounts on boarded to SF and train/coordinate with all EABL markets to deliver SF solutions
• Manage open POs, dormant supplier accounts, preferred supplier lists, one-time vendor account, single sourcing approvals, monitor validity of BCP and SFRMs for the Group

TOP 3-5 Accountabilities

• Tender Support
• Keep a tracker for current sourcing pipeline.
• Keep and track sourcing documents – RfQ, Tenders, Tender analysis, committee minutes, central tender boxes (physical and email).
• Tender document file management & retrieval
• Manage preferred supplier lists for Group and all markets
• Single sourcing approvals filing
• One time vendor account monthly reconciliation
• Vendor details validation in SAP.
• PtP Support: support effective adherence to PtP KPIs – payment terms, PTT, resolution of issues – e.g. clearance of blocks and debit balances in vendor accounts.
• Follow through actions from supplier accounts reconciliation
• Monitor monthly PTT reports and actions arising thereof.
• One time vendor account monthly reconciliation.
• Supplier Finance Support: support day to day administration of supplier financing for the Group and manage correspondence with suppliers and banks.
• Keep supplier financing file for relevant supplier on boarding and discounting instructions.
• Learning & Development: support Group wide delivery of learning and development plan, both e-based learning and classroom training.

Qualifications and Experience Required: 

• University degree in Business Administration or equivalent

Experience                                       

• 1 – 2 years experience in a busy finance office
• Knowledge of supplier management processes – sourcing to pay

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