| JOB NAME |
Principal Procurement Tender Officer [Midrand]
POSTED BY: Development Bank of Southern Africa
REF:DBSA 201
Date Published:Thursday, October 21, 2021
Date of Expiration:Tuesday, April 19, 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 DBS211014-1
Job Title Principal Procurement Tender Officer [Midrand]
Job Grade 15
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
1. Reporting to the Head: IDD Procurement and serving as a key member of the supply chain leadership team, the incumbent will be responsible for leading a team of procurement resources, tactical and operational planning, sourcing and category management planning, governance and risk management, daily execution in line with the agreed SLA.
2. To effectively plan and lead supply chain operations and performance outcomes.
3. 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:
Infrastructure Delivery Division – R3 to R3.5bn per annum Lending Division – R350m per annum Strategic & Tactical Functions
1) Obtain a detailed understanding and knowledge of the business of the Bank and Infrastructure Delivery Division 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
4) Support with the development of proper supporting systems, policies and procedures to enable effective SCM operations
5) Provide procurement statistical reports for executive decision making by preparing and managing the monthly, quarterly and annual supply chain management information
6) Oversee compliance to the Construction, Policy, SCM Procedures and all relevant laws and regulations as it relates to supply chain management.
7) Conduct internal demand management planning sessions to inform sourcing pipeline, strategies and prioritisation
8) Profile purchasing practices and processes and ensure compliance with SCM policy and framework
9) 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.
10) 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
11) Develop and understanding of underlying business requirements and specifications to enable better planning and address operational / risk concerns
12) 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
KEY RESPONSIBILITIES
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 d) Ensure operational execution of transactions in line with service level agreement set
4) Oversee team operations and activities with the aim to align, streamline and automate operational processes where applicable
5) Oversee the sourcing / tender process and ensure coverage of legal and compliance requirements arising from all supply chain management processes
6) Monitor and ensure consistent service delivery levels across the programme structures and the areas of improvement
7) 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
8) Oversee the sourcing / tender process and ensure effective integration into the contract management process arising from all supply chain management processes
9) Conduct detailed training and workshops with programme teams to increase ease of operations and relationship management with all supply chain management
10) Support supply chain management related committees in terms of reporting and representation where necessary
11) 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
12) Oversee the overall day-to-day prioritization and scheduling of resourcing requests for internal programmes
13) Oversight and management of all audit related queries as a single point of reference and management of all such correspondence
14) Implement robust document management control and ensure effective monitoring to ensure document management practices are indeed in line with required standards
15) Execute specific transactions (tenders and other) allocated by management to enable the Unit to effectively deliver its obligations in line with the targets set
16) 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
17) 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.
18) Execute sourcing requirements / transactions as assigned in line with the SCM framework, service standards and SLA requirements outlined.
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; IDD EXCO; 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
Leadership Functions
1) Provide direction and guidance to team members, process owners and business to ensure they execute and manage their functions effectively
2) Support management in the implementation of the supply chain management policy, procedures and agreed sourcing strategies.
3) Contribute to building synergies and cooperation within and across Divisions in the Development Bank of South Africa
4) Promote sharing of information and on the job training to ensure all team members understand the risk controls they are responsible for executing and what can go wrong if they do not uphold the spirit and soundness of the control environment
Key Measures
1) Management of SCM performance in line with agreed SLA’s with Business.
2) Innovative sourcing solutions and platforms implemented.
3) Strategic sourcing contracts / partnerships.
4) Risk management status and performance.
5) Effective contribution to work capital management.
6) Overall contract management accountability i.e. performance management of all suppliers in line with set objectives and agreed SLA's.
7) Improved supplier and commercial arrangements for IDD. h)Effective supplier management performance system implemented and operational.
8) Compliance to regulations, policy and processes that govern DBSA supply chain activity.
9) Improved management information and master data management and practices.
10) Technology platforms enabled to automate process and make available real-time customer, planning and production data.
11) Effective individual and team performance.
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| REQUIREMENTS FOR THIS JOB |
EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements
1) Relevant supply chain management qualification with strong technical expertise within the built environment
2) Minimum a degree with at least 5 to 7 years’ supply chain / procurement experience within the built environment.
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) Supervisory experience in managing a team of supply chain / procurement professionals would be advantageous
5) Exposure to supply chain management within the government environment is a minimum requirement
6) Working experience with SAP Procurement module or a similar ERP system
7) Member of Chartered Institute of Purchasing and Supply would be an added advantage
Desirable Requirements
1) A Bachelor degree
2) Post graduate qualification in the Supply Chain Management will be an advantage.
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 re- planning
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
1. 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.
2. Attention to details
1) Double-checks the accuracy of information or work.
2) Ensure that the work produced doesn’t contain any errors.
3. Conceptual thinking
1) Uses knowledge of theory or of different past situation to look at current situation.
2) Applies learned concepts across various situations.
4. 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.
5. 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.
6. Integrity
1) Publicly admits having made a mistake.
2) Speaks out when it may hurt a trust relationship.
7. 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 9such 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).
8. 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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