Procurement Governance Officer

PROCUREMENT GOVERNANCE OFFICER FOR PROCUREMENT SYSTEMS (MAXIGROUP PROCUREMENT)

Level: Supervisor

Leadership Responsibility: Leads cross-functional teams and individual contributors

Reporting Line: Assistant Manager for Procurement Systems, MaxiGroup Procurement

Position Accountability Statement:

The Procurement Governance Officer for Procurement Systems is a junior-level leadership role, who is accountable for ensuring the integrity, effectiveness, and continuous improvement of procurement governance across the organization. Also plays a pivotal role in optimizing procurement systems to enhance operational efficiency and support strategic decision-making.

Broad Responsibility Highlights:

The Procurement Governance Officer is responsible for overseeing and enhancing the governance framework for the procurement function within the organization. This role ensures the development and implementation of procurement policies, continuous process improvements, effective vendor governance, and robust data and systems management.

The Procurement Governance Officer plays a critical role in ensuring that procurement practices are aligned with organizational objectives, regulatory requirements, and best practices, fostering accountability, efficiency, and transparency across procurement operations.

Key Responsibilities:

1.Policy Development & Compliance:

• Develop, update, and implement procurement policies and procedures that ensure compliance with internal standards, legal requirements, and industry best practices.
• Work closely with legal, finance, and senior leadership to ensure procurement policies are aligned with organizational goals and regulatory frameworks.
• Regularly review and revise policies to reflect changes in regulations, emerging trends, and evolving organizational priorities.
• Provide guidance and training to procurement teams and stakeholders on policy interpretation and application.

2.Process Design & Continuous Improvement:

• Lead the design, optimization, and standardization of procurement processes to ensure efficiency, compliance, and transparency across the procurement lifecycle.
• Identify and drive process improvements, leveraging lean principles and best practices to eliminate inefficiencies and reduce risks in procurement activities.
• Implement and monitor key performance indicators (KPIs) to assess the effectiveness of procurement processes and initiate corrective actions where necessary.
• Facilitate cross-functional workshops and meetings to gather insights and foster collaboration on process improvements across departments.

3.Vendor Governance & Performance Management:

• Oversee the governance framework for vendor management, ensuring that vendors are held to contractual and performance standards.
• Develop and implement vendor evaluation systems to assess supplier performance on quality, cost, delivery, and compliance.
• Lead the vendor risk management process, ensuring suppliers adhere to agreed terms and regulatory standards, and addressing any performance issues as they arise.
• Regularly review and update vendor management processes to incorporate market changes, sustainability criteria, and other strategic initiatives.

4.Procurement Data Governance:

• Oversee the governance of procurement data, ensuring data quality, consistency, and accuracy across all procurement systems.
• Develop and implement data management policies for procurement, including data classification, retention, security, and access protocols.
• Ensure that procurement data is accessible, compliant with legal and regulatory requirements, and available for analysis and reporting to support decision-making.
• Work closely with IT and data teams to ensure data integrity, integrating procurement data with other business systems to enable better reporting, forecasting, and performance tracking.

5.Systems Optimization & Integration:

• Lead the optimization of procurement systems (e.g., ERP, procurement software) to improve functionality, user experience, and integration with other business systems.
• Collaborate with the IT department and external vendors to ensure that procurement tools and technologies are aligned with organizational needs, provide robust analytics capabilities, and improve operational efficiencies.
• Monitor and evaluate system performance, identifying opportunities for upgrades or enhancements to ensure the systems support efficient procurement workflows.
• Support the implementation of new systems, ensuring smooth transition, user adoption, and continuous system improvements.

6.Reporting & Stakeholder Engagement:

• Provide regular governance reports to senior management on procurement policy compliance, process improvements, vendor performance, and data quality.
• Act as the primary point of contact for internal and external audits related to procurement governance.
• Engage with key stakeholders across the organization to ensure alignment between procurement governance and broader corporate goals, providing expert advice and guidance on procurement practices.
• Foster a culture of transparency and accountability within the procurement function, ensuring that governance structures are effectively communicated and adhered to.

7.Other Tasks:

• Performs other related functions that may be assigned by the immediate supervisor, Procurement Governance Manager, Procurement Head and/or Chief Operating Officer (COO).

Desired Competencies:

1.Strategic Thinking

2.Critical Thinking

3.Stakeholder Management

4.Project Management

5.Leadership, Teamwork and Guidance

6.Innovation and Risk-Taking

7.Strategy & Execution

8.Regulatory Knowledge

9.Analytical Skills

10.Communication Skills

Professional Qualifications:

• Bachelor's degree in Business Administration, Supply Chain Management or a related field; Master's degree or professional certifications is an advantage.
• Minimum of 3 years experience in procurement governance, process improvement, vendor management, or data governance.
• Strong knowledge of procurement policies, compliance requirements, and best practices across diverse industries.
• Familiarity with procurement software (e.g., SAP Ariba, Oracle Procurement, Coupa) and data governance practices.
• Solid experience in process design, standardization, and implementing continuous improvement initiatives.
• Expertise in vendor management, performance metrics, and managing vendor relationships.
• Strong analytical skills, with experience in procurement data management and reporting systems.
• Proven ability to lead and influence cross-functional teams and manage multiple projects simultaneously.
• Knowledge of procurement data analytics and business intelligence tools (e.g., Power BI, Tableau, or advanced Excel).
• Experience in system integration and optimizing procurement platforms.
• Familiarity with sustainable procurement and ethical sourcing practices.
• Strong understanding of regulatory compliance, including data protection and privacy laws, and supply chain security regulations.