| JOB NAME |
PROCUREMENT SPECIALIST
POSTED BY: Development Bank of Southern Africa
REF:DBSA 87
Date Published:Monday, January 27, 2020
Date of Expiration:Saturday, July 25, 2020 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 DBS200120-1
Job Title Procurement Specialist
Job Grade 15
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
The incumbent will be responsible for tactical and operational planning, sourcing and category management planning, governance and risk management, daily execution in line with the agreed SLA.
To effectively execute the supply chain operations and performance outcomes. To execute complex procurement transactions of high value. To manage and mitigate for commercial risks associated with sourcing strategies adopted, pipeline planning and management, sourcing activities and contract management process.
Estimated pipeline of work:
1. Infrastructure Delivery Division – R3 to R3.5bn per annum
2. Lending Division – R350m per annum
KEY RESPONSIBILITIES
Strategic & Tactical Functions
1. Obtain a detailed understanding and knowledge of the business of the Bank to improve alignment of SCM practices to enable fit for purpose delivery.
2. Identify and develop partnerships and interventions to enable the implementation of the bank’s supply chain strategy and operational plans.
3. Conduct a periodic review on performance and provide recommendations on how to optimise supply chain management across the bank. Support with the development of proper supporting systems, policies and procedures to enable effective SCM operations.
4. Provide procurement statistical reports for executive decision making by preparing and managing the monthly, quarterly and annual supply chain management information. Oversee compliance to the SCM Policy, SCM Procedures and all relevant laws and regulations as it relates to supply chain management.
5. Conduct internal demand management planning sessions to inform sourcing pipeline, strategies and prioritization. Profile purchasing practices and processes and ensure compliance with SCM policy and framework.
6. Profile nature of transactions, specifications, suppliers, clients etc to inform category strategies and implementation of strategic agreements in the form of panels, framework agreements, strategic supply agreements to improve the relevance and effectiveness of the procurement delivery model.
7. Development of sourcing and procurement strategies for a specific commodity area, and to support the departmental objectives and expenditure budgets by ensuring alignment to overall procurement approach and practices.
8. Develop and understanding of underlying business requirements and specifications to enable better planning and address operational / risk concerns.
9. To be fully abreast of all the MOU’s and its obligations from a SCM and procurement perspective to ensure compliance from a sourcing strategy and process perspective.
Operational Functions
1. Perform effective demand management reviews and planning for related procurement requirements and oversee sourcing of such goods and services.
2. Facilitate monthly demand planning meetings with programme teams to understand their procurement/tender requirements to enable improved work allocation and compliance to SLA service requirements.
3. Ensure the effective implementation of the supply chain management policies and procedures.
4. Ensure operational execution of transactions in line with service level agreement set.
5. Oversee operations and activities with the aim to align, streamline and automate operational processes where applicable.
6. Oversee the sourcing / tender process and ensure coverage of legal and compliance requirements arising from all supply chain management processes.
7. Monitor and ensure consistent service delivery levels across the programme structures and the areas of improvement.
8. Keep abreast of the technical requirements and qualitative issues when facilitating the arrangement of supplier panels as well as execution of transactions in the sourcing pipeline.
9. Oversee the sourcing / tender process and ensure effective integration into the contract management process arising from all supply chain management processes.
10. Conduct detailed training and workshops with programme teams to increase ease of operations and relationship management with all supply chain management.
11. Support supply chain management related committees in terms of reporting and representation where necessary.
12. Understand and ensure effective control of risks contained in the risk register for supply chain management and the overall impact on risks of the bank.
13. Oversee the overall day-to-day prioritization and scheduling of resourcing requests for internal programmes.
14. Oversight and management of all audit related queries as a single point of reference and management of all such correspondence.
15. Implement robust document management control and ensure effective monitoring to ensure document management practices are indeed in line with required standards.
16. Execute specific transactions (tenders and other) allocated by management to enable the Unit to effectively deliver its obligations in line with the targets set.
17. Representation of the Unit at key meetings, events and governance structures to ensure SCM interests are accurately represented and to feedback in writing all matters of interest and requiring action by the Unit.
18. Quality review transactions by the procurement team in terms of accuracy and completeness of documents as per the requirements of the SCM framework and procedures, prior to the submission to relevant governance committees.
19. Execute sourcing requirements / transactions as assigned in line with the SCM framework, service standards and SLA requirements outlined.
20. Provide direction to the team to ensure they execute and manage their functions effectively.
21. Assume joint responsibility for the implementation of the supply chain management policy, procedures and agreed sourcing strategies.
22. Contribute to building synergies and cooperation within and across Divisions in the Development Bank of South Africa.
23. Promote sharing of information and on the job training to ensure all team members understand the financial controls they are responsible for executing and what can go wrong if they do not uphold the spirit and soundness of the financial control environment.
24. Promote a culture of effective performance within the supply chain management team.
Reporting
1. Monitor and report on performance (quantitative and other) in line with the sourcing pipeline and tender register.
2. Preparation of reports for Business Review meetings; SCM Committee, BEE Reporting and National Treasury requirements.
3. Analysis of market research information, sourcing transactional data, demand planning information, Client insights and team performance for the preparation of management information to guide future operating model, planning, execution, sourcing and risk management strategies.
4. Analysis of market research information, sourcing transactional data, demand planning information, Client insights and team performance for the preparation of management information to guide future operating model, planning, execution, sourcing and risk management strategies.
5. Accurate and timeous updates to the tender register.
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| REQUIREMENTS FOR THIS JOB |
EXPERTISE & TECHNICAL COMPETENCIES
1. Relevant 3 year qualification or degree in supply chain management with strong technical expertise. Minimum a degree with at least 5 to 7 years’ supply chain / procurement experience.
2. Experience in the procurement of professional services related experience is preferred and would be advantageous.
3. Strong understanding of and a strong commitment to good corporate governance, supply chain management regulations and laws and other regulatory requirements including the PFMA; SIPDM, PPPFA.
4. Exposure to supply chain management within the government environment is a minimum requirement.
5. Working experience with SAP Procurement module or a similar ERP system. Member of Chartered Institute of Purchasing and Supply would be an added advantage.
Skills & Knowledge.
1. Skills to translate overall business strategy into an effective supply chain management operational and execution plans.
2. Strong supervisory skills and ability to handle multiple deadlines.
3. Skills to deliver with reliability and accountability. Detailed working knowledge of the PPPFA, supply chain regulations from National Treasury and BBBEE requirements.
4. Astuteness in terms of balancing delivery, commercials and risks.
5. Strong negotiation, contract management, project management, analytical, decision making and interpersonal skills dealing with diverse stakeholders, including the National Treasury.
6. The skills to manage large infrastructure and CAPEX procurement/tenders.
7. Solution and deadline orientated. Skills to manage bottlenecks effectively and re-engineer processes to ensure smooth work flow in all functions within supply chain management.
8. Strong verbal and written communication skills, effective presentation skills and skills to express complex concepts in business terms.
9. Skills to ensure all governance and compliance requirements are met with the aim to eliminate potential inappropriate and corrupt practices.
TECHNICAL COMPETENCIES
Planning & Organizing Is relied on to helps other plan and organise their workload.
1. Uses effectively advance time management processes to deal with high workload and tight deadlines.
2. Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
3. Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning.
Negotiation Skills
1. Understands and can apply basic negotiating skills and techniques, e.g. obtaining a full understanding of the other party's agenda and needs before disclosing own perspectives.
2. Possesses an understanding of various unspoken communications from other parties and can decipher hidden agendas.
3. Is able to successfully conclude negotiations which require the development of an emotional as well as factual argument.
4. Is able to develop mutually-beneficial potential solutions.
Written Communication
1. Understands that different writing styles are required for different documents or audiences.
2. Write effective correspondence, prepares questions and reports, statements of circumstance and briefing notes.
3. Reviews others’ documents for clarity and impact.
4. Has a solid mastery of writing principles such as grammar, sentence construction etc.
Presentation Skills
1. Understands how to present objectives in a compelling manner and maintain the interest of the audience. Knows how to deliver presentations appropriately (e.g. maintaining eye contact, the appropriate use of hand gestures etc.) and at the correct pace.
2. Knows how to clarify and confirm people’s feelings, concerns and needs.
3. Policies and Procedures Has detailed understanding of relevant policies and procedures and interprets these according to operational circumstances to ensure compliance.
4. Understands the business context sufficiently to recommend improvements and modifications to existing policy.
5. Is able to write new procedures.
REQUIRED PERSONAL ATTRIBUTES
BEHAVIOURAL COMPETENCIES
Strategic & Innovative
1. Thinking Experiments with new approaches, tests scenarios, questions assumptions and challenges conventional thinking.
2. Creates new concepts that are not obvious to others, leveraging internal and external sources of information, to build incremental revenue and growth opportunities.
3. Information seeking and Analysis Identifies the cause-and-effect relationship between two aspects of a situation.
4. Separates situations into two parts: advantages and disadvantage.
5. Self Awareness & Control Feels strong emotions in the course of a conversation or other task, such as anger, extreme frustration, or high stress; holds the emotions back, and continues to act calmly.
6. Ignores angering actions and continues a conversation or task.
7. May leave temporarily to withhold emotions, then return immediately to continue.
8. Impact & Influence Adapts a presentation or discussion to appeal to the interest and level of others.
9. Anticipates and prepares for others’ reactions.
Leading & Empowering others
Supports the team publicly by demonstrating confidence in the team to others; recognises and rewards superior individual effort, and does not take personal credit for the team’s success.
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English 
FRENCH
