Closing Date 2021/06/11
Reference Number DBS210601-1
Job Title Procurement Tender Officer (Midrand)
Job Grade 15
Job Type Classification Contract
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
The purpose of this role is to manage the procurement cycle and implement the infrastructure procurement plans. The role will include being responsible for tender process, support the evaluation teams and ensuring effective supplier performance management.
KEY RESPONSIBILITIES
1. Ensure compliance of the Infrastructure Delivery Division with all relevant laws and regulations as it relates to supply chain management for the Infrastructure Delivery Division’s operations
2. Ensure overall compliance of supply chain management and risk management of supply chain management
3. Facilitate innovation and efficiency improvements across the Infrastructure Delivery Division’s supply chain
4. Monitor and ensure consistent service delivery levels across the programme structures and the areas of improvement
5. Manage lead times of procurement and maximise economies of scale
6. Oversee all aspects of the tender process and ensure coverage of legal requirements for the Infrastructure Delivery Division arising from all supply chain management processes
7. Conduct an ongoing review and provide recommendations on how to optimise supply chain management across the Infrastructure Delivery Division
8. Conduct detailed training and workshops with programme teams to increase ease of operations and relationship management with all supply chain management
9. Facilitate monthly demand planning meetings with programme teams to understand their procurement/tender requirements and feed into cash flow planning and working capital planning with the financial accounting team
10. Provide input into contract management process and the monitoring of performance of suppliers and improve/increase the Infrastructure Delivery Division’s focus on value for money spent
11. Support the SCM committees in line with supply chain management regulations
12. Manage and control the risk register for supply chain management and the overall impact on the financial growth of the Infrastructure Delivery Division
13. Promote sharing of information and on the job training to ensure all team members in the Infrastructure Delivery Division 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
14. Conduct quarterly spend analysis to identify changes and opportunities
15. Ensure spend is categorised into correct commodities
16. Conduct market research
17. Monitor and manage supplier performance
18. Manage the list of preferred vendors and contractors across all the Infrastructure Delivery Division projects Conduct supplier relationship management activities.
Key Internal Liaison Relationships
1. IDD Business Development Unit - understand Client pipeline to inform demand planning and procurement strategies
2. IDD Business Performance Unit - SCM performance relative to the demand plan and project prioritisation
3. IDD Business Delivery Team (CPM; PMs) – Bid planning, specifications, evaluation and contract administration
4. IDD Quantity Surveyors – construction norms
5. IDD Quantity Surveyors – construction norms and standards, Bid planning, evaluation, risk analysis and cost analysis
6. Legal Unit – contracting, contract administration
7. Internal Audit – governance
8. Finance Unit - financial risk analysis, supplier payments
Key External Liaison Relationships
1. IDD Clients - management of SCM performance against MOU
2. Office of the AG – audits and governance
3. National Treasury – reporting and governance
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EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements
1. Bachelor’s degree in Business, Engineering or Supply Cain Management related discipline
2. A minimum of 3 to 5 years’ experience in tender management and infrastructure procurement. 3) Experience in professional service providers procurement for construction and allied industries.
3. A strong career track record in managing the supply chain management function within a large, complex organisation with multidimensional businesses for a minimum period of 3 to 5 years.
4. Strong understanding of and commitment to good corporate governance, supply chain management regulations and laws and other regulatory requirements including the PFMA.
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.
Advantage
1. Member of Chartered Institute of Purchasing and Supply would be an added advantage
2. Construction/Infrastructure procurement
3. MS Office proficient
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
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 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).
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 9such 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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