| JOB NAME |
Procurement Governance & Compliance Officer (Midrand)
POSTED BY: Development Bank of Southern Africa
REF:DBSA 167
Date Published:Monday, June 28, 2021
Date of Expiration:Saturday, December 25, 2021 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 |
Closing Date 2021/07/02
Reference Number DBS210609-1
Job Title Procurement Governance & Compliance Officer (Midrand)
Job Grade 16
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
1. To provide a governance, quality, risk and contract management service to the IDD Procurement team and Business to ensure effective compliance and practices in relations to the Banks SCM governance framework.
2. To oversee and manage the supplier relations within a procurement context.
3. To ensure that Business Units and Procurement officials comply with policies, regulations and commercial agreements implemented.
KEY RESPONSIBILITIES
Strategic and operational Functions Planning and Standards
1) Support the SCM Unit on delivering on the business strategy off IDD and the mandates of respective governance structures whilst ensuring compliance to the prevailing governance framework
2) Keep abreast of trends and changes in legislation and regulations impacting on procurement to enable updates of the policies, procedures, templates etc. as deemed necessary
3) Implement systems and risk methodologies to comply with legislative, statutory and reporting requirements
4) Develop and maintain relationships with all affected stakeholders to facilitate effective communication and understanding on the SCM governance framework and requirements in terms of risk management
5) To facilitate and deliver relevant training informed by changes in business strategy, regulations, processes, regulations, risks etc.
6) Draft and implement policy, guidelines and other documentation that promote compliance and addresses risk management concerns
7) Identifying, defining and management of SCM risks.
8) Set standards for the contract management process and monitor teams adherence to these standards
9) Implement and maintain a contract management system (SAP/Other) to ensure contract records are up to date, accurate, accessible and managed according to required standards
10) Implement and manage an appropriate and effective contract administration process as well as the monitoring of performance of suppliers aimed to improve sourcing strategies and manage for contractual risks
11) Set and implement standards for document management and control
12) Set and implement standards for master records (suppliers and contracts)
13) Liaise with procurement, business and other key stakeholders on risk and compliance issues for improved alignment, gap closure and application
14) Implement relevant risk management strategies, methodologies and tools to address governance and operational risks
15) Support the Unit and Division on the management of key audit risks and gaps.
16) To participate and make meaningful contributions when MOUs / Client agreements are being drafted to ensure that the parameters of the SCM framework is well understood and catered for in such agreements
17) To be fully abreast of all the MOU and its obligations from a SCM and procurement perspective to ensure compliance from a governance and process perspective
Execution
1) Ensure continuous improvement pertaining to SCM practices and relevant documentation based on compliance, performance standards, legislative requirements and good practice
2) Monitor and enforce compliance by Procurement, Business and process staff in respect to SCM governance framework and its relevant regulations, policies, procedures and templates
3) Ensure that the tender process is monitored and that there is compliance with internal policies, procedures and processes
4) Take corrective action when irregularities within the sourcing / tender process are identified 5) Develop, implement and manage contract management practices applicable to IDD business environment
6) To provide guidance and advice to the Procurement team on aligning procurement strategies with the most appropriate contract type and options in line with best operational & commercial outcomes as well as appropriate legal terms
7) Facilitate / train contract owners and business on sound contract management practices and reporting
8) Monitor and report on contract and supplier performance meetings, outcomes and interventions for gap closure
9) To expedite effective and efficient resolution in cases where supplier disputes are raised.
10) Support the Procurement team with negotiation processes and ensure that negotiation with suppliers are in line with sourcing strategy, business principles and appropriate commercial terms
11) Ensure that Supplier, Client and Business Unit queries/needs are dealt with proactively, accurately and within prescribed turn-around times
12) Represent Procurement in any contract or tender related disputes
13) Oversight, monitoring and management of the risk noted on the SCM risk register
14) Facilitate risk workshops to improve awareness and gap closure on risk/contract management expectations to business, process owners and procurement team
15) Oversight and management of supplier master records and ensuring compliance to policy and regulatory requirements
16) Oversee and co-ordinate the audit process, interactions, release of documents and management comments to Internal and External Auditors
Quality Management
1) Review, quality assure and sign-off of all procurement transactions prior to submission to final delegated committee / authority for approval
2) Ensure all procurement transactions signed-off for consideration by final delegated committee / authority are indeed accurate, complete, backed by supporting documents and in line with the SCM governance framework
3) In instances where discrepancies are detected during the quality review process, to adequately document such in writing for consideration by the referring committee or approving committee / official
Secretariat
1) Perform the full secretariat role for relevant committees i.e. Bid Adjudication Committee; Infrastructure Procurement Committee and SCM C Committee as per the relevant terms of reference
2) Collate, review and prepare committee packs and documents in line with the terms of reference
3) Ensure deliberations and decisions of committee meetings are accurately recorded, minuted and archived for audit and reference purposes
Reporting
1) Consolidate, compile and submit risk and compliance reports to management and relevant committees
2) Monthly monitoring and reporting progress against risk highlighted in the SCM register
3) Report on deviations and variations to IPC and SCM C
4) Report on Supplier performance reviews – bi annual
5) Reporting on supplier contracts status and compliance - monthly
6) Reporting on BEE statistics – bi annual
7) Report on document control and management - monthly
8) Report on audit processes, status, findings and progress against planned interventions - by event
Key Internal Liaison Relationships
1. Heads of Construction and Maintenance 2. Head of Business Planning, Performance and Reporting
2. Programme Managers
3. Project Managers
4. IDD Business Unit (CPM, Programme Managers). Key
External Liaison Relationships
1. IDD Clients
2. External Client(s)
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| REQUIREMENTS FOR THIS JOB |
EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements
1. Relevant Legal qualification (minimum degree and post graduate qualification) with bias towards Law or Contract Management
2. At least 3 to 5 years’ experience in procurement and/or contracting
3. Experience in having served as a secretariat for governance committees
4. Working experience with SAP Procurement module or a similar ERP system
5. Strong understanding of and a strong commitment to good corporate governance, SCM regulations and laws and other regulatory requirements including the PFMA; PPPFA; SIPDM, CIDB etc.
Skills and Knowledge
The incumbent should have demonstrated the following competencies:
1) Detailed working knowledge of the PPPFA, supply chain regulations from National Treasury, BBBEE
2) Good working knowledge of commercial and contract law
3) Strong at monitoring procurement practices and effectively managing for compliance to governance frameworks and business risks
4) Strong skills in review documents and reports for compliance against governance framework 5) High attention for detail
6) Good skills in managing legal / supplier disputes
7) Good and effective negotiation skills
8) Good report writing skills
9) Ability to manage stakeholders effectively
Technical
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) Has a solid mastery of writing principles such as grammar, sentence construction etc.
Reporting
1) Designs / customizes reports to meet user needs.
2) Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
3) Keeps standard reports under review and proposes improvements to meet user needs.
Problem Solving
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) Implements solutions to complex problems, then evaluates the effectiveness and efficiency of solutions and identifies needed changes.
Stakeholder Management
1) Actively engages partners and encourages others to build relationships that support DBSA objectives.
2) Understands and recognises the contributions that staff at all levels make to delivering priorities.
3) Proactively manages partner relationships, preventing or resolving any conflict.
4) Adapts style to work effectively with partners, building consensus, trust and respect.
5) Delivers objectives by bringing together diverse stakeholders to work effectively in partnership.
Planning and Organising
1) Plans and manages multiple priorities and deadlines.
2) Uses effectively advance time management processes to deal with high workload and tight deadlines.
3) Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
4) Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and replanning.
Data Collection and Analysis
1) Skilled in the use of advanced/complex analytical techniques.
2) Is able to use judgement to decide upon the most appropriate analytical techniques according to the situation.
3) Recognises underlying principles, patterns, or themes in an array of related information, and determine whether additional information would be useful or necessary.
4) Through an in-depth understanding of the business environment, reviews outputs of analysis to identify anomalies and draws conclusions, relating these to operational circumstances.
5) Can model a range of scenarios covering all potential business circumstances and highlight potential risks/opportunities.
Financial Acumen
1) Makes sound financial decisions after having analysed their impacts on the organisation, partner agencies, and community.
2) Knows the internal and external factors that impact on resource and asset availability.
3) Is able to interpret management account reports in an operational/commercial context and take action as appropriate to maximize revenues and control costs.
4) Skilled in the use of various financial modelling tools and techniques.
Required Personal Attributes
Behavioural
Achievement Orientation
1) Delivers work on time and quality and follows through on agreed commitments.
2) Views new work experiences as an opportunity for growth.
3) Reacts immediately to overcome setback or / and obstacles in order to meet goals. Recognises and acts upon current opportunity.
4) Make specific changes to systems and processes in order to improve efficiency and quality.
5) Formulates own objectives and action plans in order to achieve a measurable improvement in the future.
Attention to details
1) Double-checks the accuracy of information or work.
2) Ensure that the work produced doesn’t contain any errors.
Conceptual thinking
1) Uses knowledge of theory or of different past situation to look at current situation.
2) Applies learned concepts across various situations.
Customer service orientation
1) Makes self fully available, especially when the customer is going through a critical period.
2) Requests on-going feedback from customers and takes action in response to it; manages to retain and capitalize on existing customers.
3) Takes the ‘extra step” to resolve customer issues appropriately, even in the case where they do not fall under own area of responsibility.
4) Is aware of the level of service offered by the competition and provides more for customers than they expect.
Decisiveness
1) Acts promptly to address urgent needs, taking quickly those decisions which need to be taken.
2) Assesses available information to reach a clear view of key options and selects the best option at the time.
3) Thinks on their feet when necessary.
Integrity
1) Publicly admits having made a mistake.
2) Speaks out when it may hurt a trust relationship.
Self-awareness and self-control
1) Feels impulse to do something inappropriate and resist it.
2) Resists temptations to act immediately without thinking but does not take positive action.
3) Feels strong emotions such as anger, extreme frustration, or high stress) and holds them back.
4) Does not do anything but restrain feelings (does not act to make things better).
Strategic and Innovative thinking
1) Feels impulse to do something inappropriate and resist it.
2) Resists temptations to act immediately without thinking but does not take positive action.
3) Feels strong emotions such as anger, extreme frustration, or high stress) and holds them back. Does not do anything but restrain feelings (does not act to make things better).
4) Does not do anything but restrain
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