| JOB NAME |
Procurement Officer [Midrand]
POSTED BY: Development Bank of Southern Africa
REF:DBSA 214
Date Published:Wednesday, February 23, 2022
Date of Expiration:Monday, August 22, 2022 EXPIRED
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| LOCATION OF THIS JOB |
 South Africa | MIDRAND in South Africa |
| INDUSTRY |
| DEVELOPMENT FINANCE INSTITUTIONS
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| JOB TYPE |
| Full-Time |
| MAIN JOB DESCRIPTION |
Reference Number DBS220211-1
Job Title Procurement Officer [Midrand]
Job Grade 15
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
1. To deliver effective and efficient procurement of goods and services (new requirements; contracted and non-contracted).
2. To ensure compliance to procurement policies, procedures and agreements in place.
3. To support the DBSA procurement objectives and targets through compliance to strategy and application of policies and procedures.
KEY RESPONSIBILITIES
Planning and Standards
1. Circulation and awareness building on procurement policy, procedures, process, templates, delegations and performance metrics etc.
2. Ensure business units understand and are trained in managing and/or participating in the procurement process, including quotations and tenders.
3. Engage Business Managers to understand the pipeline of work and support requirement from SCM.
4. Plan the work schedule and timelines to meet Sourcing and Business demands
5. Engage Business units to understand and plan for non-contracted spend through RFQ / RFP process.
6. Accurate analysis on procurement transactions (spend information) for trends. Assessment on off contract spend, spend without quotations, non-compliance to policy (deviations), single source, processing errors etc. - for the purpose to inform planning, risk management, gap closure and reporting
7. Support the SCM Unit on making a positive contribution towards delivering on the financial strategy and operational plan of the Division
Value Management
1. Support the entire Finance Division and SCM Unit on delivering on the key business imperatives pertaining to cost containment; innovation,productivity and business relevance
2. Work with the appropriate Business Unit Managers to understand their operational plans, sourcing requirements, budgets, service standards and targets (cost, transformation etc.)
3. Development and maintenance of the demand pipeline and sourcing plan for business
4. Conduct relevant research and maintain business intelligence to support effective solutions, advice and decision making to business
5. Lead and guide decisions on consolidation, rationalisation and relevance of services in line with changing business requirements and alignment to strategic imperatives such as cost containment
6. Support business units with drafting specifications / requirements for quotes and tenders.
7. Support Tender unit and Business with analysis of quote and tender documentation / submissions
8. Negotiate prices, terms and conditions with suppliers. Deliver savings targets to the bank
9. Support the SCM Manager and Procurement Lead when required
10. Providing integration and support to internal Business Units, decentralised operations and related partners / agencies pertaining to supply chain activities
11. To support with training / sensitisation of staff involved with supply chain processes.
12. Support the SCM team and Division during peak demand periods, staff shortfalls and ad-hoc project related requirements
13. Support the Bank and the SCM team in delivering innovative solutions to improve productivity, service levels and contribute to cost containment.
Execution
1. Procuring goods and services to meet user requirements as per agreed service levels
2. Manage and administer Request for Quotation process in line with policy, delegations and SLA
3. Manage and administer end to end Request for Proposal process in line with policy, delegations and SLA.
4. Manage and administer Order process in line with policy, delegations and SLA
5. Manage and administer Order expediting and fulfilment
6. Sensitisation on contract award and impact to BU (stakeholder and change management)
7. Liaise and support with Legal and other relevant officials for the purposes of negotiation and contracting
8. Maintain accurate records and files (manual & electronic) of all the quotation/tender data.
9. Ensure full compliance to defined policies, procedures, regulations and standards
10. Proactively addressing transactional queries, gaps in information, incorrect postings, GL, Material Groups, etc. when review and releasing PR and PO's
11. Proactively monitoring transactional data for the purposes of identifying and expediently resolving deviations and risks to business and policy compliance
12. Prepare analysis, comparative schedules and recommendations (on RFQ / RFP) for business unit consideration and decision making
13. Guide and assist business unit decision making and solutions supported by credible market research and industry practices
14. Prepare quality reports and documentation for SCM C consolidation and reporting.
15. Supporting supplier performance management by tracking level of compliance to orders placed with suppliers
16. Monitoring supplier performance data with business units
17. Assessment and resolution of Supplier queries
18. Resolving errors on requisitions and purchase orders as required.
19. Investigate and address supply non-conformances - administering product defects and recalls
20. Review and action open Requisitions and Purchase Orders as per the SLA
21. Filing / archiving of all source documents pertaining to each transaction (these must be complete, accurate and accessible)
22. Monitoring price increases and communicating changes as necessary.
23. Contributing to items master development (catalogue and supplier)
24. Ensuring compliance to Procurement policies and procedures
25. Implement, monitor, report and manage attainment of procurement metrics / SLA
26. Support the team and Division with accessing and making available information timeously to Auditors and management in the correct format, content, completeness and accuracy.
Reporting
1. Report process performance against SLA (weekly)
2. Reporting on Procurement lead times as per SLA
3. Open Requisition lead-time (weekly)
4. Open Order lead-time (weekly)
5. Open GRV’s (weekly)
6. Supplier payment lead-times (weekly)
7. Report on deviations (weekly):
8. retrospective transaction’s,
9. deviations from process,
10. single source
11. Monthly report on RFQ,s
12. Monthly report on Closed tenders
13. Trend analysis on procurement transactions (spend information) – report on non-contract spend, spend off contract. To include recommendations to inform sourcing pipeline.
14. Timeous preparation of reports (SCM dashboard) for discussion with Business Units (Divisions) - as per the SCM Dashboard (monthly)
Key Measures/KPIs
1. Procurement of quality goods and services at best possible price
2. Effective and efficient procurement and expediting goods and services as per service level agreement
3. Performance management as per service level agreement
4. Supporting the transformation strategy
5. Effective compliance to all governance requirements
6. Effective, accurate and complete records management for audit purposes
7. No audit issues in terms of policy and process compliance
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| REQUIREMENTS FOR THIS JOB |
EXPERTISE & TECHNICAL COMPETENCIES
1. Relevant Supply Chain Management qualification (minimum degree or NQF equivalent) with strong procurement / sourcing expertise
2. At least 5 to 8 years’ experience in procurement, specifically sourcing
3. Working experience with SAP Procurement module or a similar ERP system
4. Member of Chartered Institute of Purchasing and Supply (CIPS) would be an added advantage
5. Strong understanding of and a strong commitment to good corporate governance, SCM regulations and laws and other regulatory requirements including the PFMA.
Skills & Ability
1. Detailed working knowledge of the PPPFA, supply chain regulations from National Treasury, BBBEE
2. Solution and deadline orientated with the ability to manage bottlenecks effectively
3. Working experience with SAP procurement module and other accounting tools.
4. Ability to ensure all governance and compliance requirements are met with the aim to eliminate potential inappropriate and corrupt practices.
TECHNICAL COMPETENCIES
Procurement Services
1. Based upon a thorough understanding of user requirements, is able to research alternative sources that will fulfill internal customer needs with favorable commercial terms.
2. Identifies the needs of the user departments and advise on appropriate sourcing and selection approaches and processes.
3. Articulates and prepares requirement documents and related elements of the procurement request including terms and conditions for the sourcing, selection and award process.
4. Receives, safeguards, opens, records, tracks, assesses compliance with terms, and summarises bids/quotations.
5. Evaluates bids including identifying and resolving mistakes, and award contracts.
6. Develops relationships by effective resolution of complaints and concerns.
Knowledge of Contracts
1. Tracks and monitors performance of multiple contracts.
2. Generates reports and feedback for management in the case of deviations.
3. Documents and updates past performance information.
4. Identifies the type of contract that will best mitigate expected risks.
5. Receives and evaluates proposals. This includes technical evaluations, cost and price analysis, audits, and the evaluation of other proposed terms and conditions.
Detail Orientation
1. Identifies multiple sources/approaches of information to ensure that details are addressed.
2. Reviews the work of others for accuracy and thoroughness.
3. Follows up to ensure tasks are completed and commitments met by others.
Solution Focus
1. Identifies complex problems based on a broad range of factors, many of which are ambiguous or difficult to define.
2. While remaining guided by organisational values, identifies optimal solutions, thinking first in terms of possible approaches and flexibilities in the system vs. blind adherence to rules or procedures.
3. Evaluates the effectiveness and efficiency of solutions after they have been implemented and identifies needed changes.
REQUIRED PERSONAL ATTRIBUTES
Decisiveness
1. Tracks and monitors performance of multiple contracts.
2. Generates reports and feedback for management in the case of deviations.
3. Documents and updates past performance information.
4. Identifies the type of contract that will best mitigate expected risks.
5. Receives and evaluates proposals. This includes technical evaluations, cost and price analysis, audits, and the evaluation of other proposed terms and conditions.
Customer Service orientation
1. Tracks and monitors performance of multiple contracts.
2. Generates reports and feedback for management in the case of deviations.
3. Documents and updates past performance information.
4. Identifies the type of contract that will best mitigate expected risks.
5. Receives and evaluates proposals. This includes technical evaluations, cost and price analysis, audits, and the evaluation of other proposed terms and conditions.
Attention to Detail
1. Tracks and monitors performance of multiple contracts.
2. Generates reports and feedback for management in the case of deviations.
3. Documents and updates past performance information.
4. Identifies the type of contract that will best mitigate expected risks.
5. Receives and evaluates proposals. This includes technical evaluations, cost and price analysis, audits, and the evaluation of other proposed terms and conditions.
Self Awareness & Control
1. Tracks and monitors performance of multiple contracts.
2. Generates reports and feedback for management in the case of deviations.
3. Documents and updates past performance information.
4. Identifies the type of contract that will best mitigate expected risks.
5. Receives and evaluates proposals. This includes technical evaluations, cost and price analysis, audits, and the evaluation of other proposed terms and conditions.
Driving Delivery of Results
1. Tracks and monitors performance of multiple contracts.
2. Generates reports and feedback for management in the case of deviations.
3. Documents and updates past performance information.
4. Identifies the type of contract that will best mitigate expected risks.
5. Receives and evaluates proposals. This includes technical evaluations, cost and price analysis, audits, and the evaluation of other proposed terms and conditions.
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