SUMMARY:
Establish and maintain an effective and efficient supply chain management system within the
the company, lead the organization’s asset management system and manage the coordination of staff and manager travel and management of the company office accommodation facilities
POSITION INFO:
BRIEF OVERVIEW OF THE ROLE Establish and maintain an effective and efficient supply chain management system within the the company, lead the organization's asset management system and manage the coordination of staff and manager travel and management of the company office accommodation facilities, by: Managing and maintaining a compliant, effective and efficient supply chain management function within the company. Providing operational leadership in respect of the company's asset management system. Managing the coordination of staff and management of travel, accommodation and conferences. Managing office accommodation and related facilities. Managing the company fleet. Performing all tasks related to the purpose of this role, as required and delegated. KEY RESPONSIBILITIES Supply Chain Management Strategy and Continuous Improvement Analyze industry trends and evolving technology to proactively identify supply base issues to minimize risk, protect continuity of supply and exploit emerging opportunities that benefit the company. Formulate supply chain management strategies and policies aligned to the overall the company SCM Strategy and formulate and implement the consolidated supply chain management operational plan, aligned to the roadmap. Oversee and direct the identification of annual procurement needs and the execution thereof during the year in line with the company procurement procedures. Give input to the measurement and review of performance and achievement of the company financial, strategic and operational objectives with specific reference to supply chain management performance (including causes of deviation). Drive best practice to ensure continuous improvement in supply chain sourcing and contracting, logistics and vendor management in support of the financial strategy. Develop and mature the supply chain management capability and drive a culture that reflects the values which facilitates performance, professionalism, and integrity by staff throughout the company. Help identify cost saving opportunities and implement processes to achieve efficiencies, best practice and standardization in supply chain management. Continuously review and make recommendations to improve existing policies and procedures, ensuring these are shared across the company to promote standardization and best practice regarding supply chain management practices. Supply Chain Management Identify strategic suppliers and partners for solutions, products, and services and oversee and direct the creation and maintenance of the supplier database. Develop a negotiation and contracting strategy that delivers against organizational objectives and achieves sustainable relationships with suppliers. Drive the company acquisition process, including requisitioning, tendering and quoting processes strictly according to the National Treasury Legislation and regulatory framework. Manage the efficient processing of bids and contracts. Implement preferential procurement and Broad-Based Black Economic Empowerment. Execute relevant functions as prescribed by the National Treasury from time to time. Oversee the requisitioning and distribution of procured goods, ensuring compliance to standards, policies and procedures. Track performance results of service providers and suppliers in a continuous cycle and actively drive real savings and identify the drivers of savings\/cost changes. Act as a single point of contact for audit requirements and serve as the Information Management Representative, providing coordinated and accurate information to Internal Audit and the Auditor-General in response to audit queries. Formulate and oversee the implementation of and adherence to supply chain management policies and procedures Information Management and Reporting Oversee the capturing and maintenance of the procurement master data across the company, ensuring supplier information is reliable, accurate and accessible to enable reporting for trend analysis, decision making and BBBEE reporting. Assess and report on the procurement spend (on what and where). Conduct regular total cost analyses (how much does it cost to provide those goods of services) across the company. Track performance results in a continuous cycle. Manage and measure real savings and the drivers of savings\/cost changes. Prepare quarterly analysis of and reports on supply chain management commitments and spending. Prepare legislative reports pertaining to supply chain management information, for inclusion in annual reports and annual financial statements, as required. Inventory Management Spearhead and drive the development and maintenance of a compliant inventory management system and provide oversight of inventory management and buying across the company. Research and determine optimal inventory levels, economic order quantities etc. and set inventory levels across the company, ensuring the lowest inventory cost profile is managed across the company to meet functional requirements. Formulate and implement inventory policies, practices, and key performance indicators across the organization. Direct and oversee the regular monitoring of inventory levels, operational processes, and performance against KPI's against accepted the company policies and practices and drive interventions where necessary. Stakeholder Relationship Management Act as subject matter expert and provide supply chain management professional opinion to the organization on all procurement contracts for goods, works, services and consultancies. Proactively drive regular engagement with executives and management regarding immediate and longer-term procurement requirements and the extent to which these are being met. Provide professional advice to the company as required in relation to procurement and asset disposal processes. Lead and drive supply chain management related capacity building programmes within the organization to ensure compliance of organizational procurement practices within applicable legislative and organizational regulatory frameworks. Provide technical expertise for the compilation of training and induction material and best operating practices to ensure knowledge transfer relevant to supply chain management practices and processes. Partner with executives to drive best practice supply chain management operations, mature the capability across the company and perform an advisory service on all supply chain management related matters. Provide expert advice and guidance. Regulatory and Compliance Management Contribute to and support the establishment, implementation, and maintenance of supply chain management control systems. Ensure compliance with PFMA, National Treasury Regulations and other relevant legislation, in managing the procurement of goods and services of the company. Monitor organizational contract management to ensure conformity with the contract terms and conditions of contract and escalate any significant variances from the terms and conditions of the contract to the relevant stakeholders. Oversee and direct the development and review of the annual procurement and asset disposal plans in line with the Legislation and regulatory framework and monitor the implementation. Prepare statutory and administrative procurement and asset disposal reports as required in terms of the Legislation and regulatory framework. Ensure that procurement and asset disposal records and data are maintained in accordance with applicable regulations. Enforce compliance to all regulatory frameworks for all supply chain management activities both by business stakeholders as well as the team, ensuring the company adheres to risk and compliance policies and procedures. Conduct regular reviews to ensure adherence to National Treasury and Supply Chain Management legislative directives, identify risks and certify compliance. Work closely with Human Resource partners to ensure effective and appropriate disciplinary steps are taken against any employee who contravenes or fails to comply with supply chain management prescripts of the company or undermines the supply chain management and internal control system of the company. Risk Management Maintain the operational risk register for Supply Chain Management. Implement the Supply Chain Management function's risk treatment plans. Report on Risk Management for the Supply Chain Management function. Perform impact assessments and implement the resulting business continuity plans. Drive the proactive identification, assessment, and management of supply chain related operational and strategic risks. Asset Management Retain the responsibility for safeguarding the company's assets and ensure timeous reports are submitted to finance on damaged, lost and faultless assets. Formulate asset and equipment management, utilization and disposal policies and procedures. Manage the company asset and consumables registers to ensure that they are accurate and updated at the predetermined time. Ensure that asset acquisition, management, maintenance and disposals are in accordance with the company policy guidelines and performance standards. Ensure that the asset register is reconciled with acquisitions on a monthly basis. Lead asset and consumable audits. Lead the annual stock-take. Manage the disposal of assets. Manage and execute effective loss control. Allocate and assign accountability structures for asset control. Compile quarterly reports and asset verification procedures. Travel Management Determine and implement rules and guidelines regarding travel and entitlements and provide solutions to a wide spectrum of issues related to travel and oversee the execution of travel requests by management and staff Drive cost saving measures through negotiation with travel service providers, arrangement of the most economic travel options and appropriate itinerary. Manage the company's fleet administration process. Ensure the existence and optimization of the company travel management system. Facilities Management Formulate facilities and infrastructure management and maintenance policies and procedures. Establish and manage a facilities register. Establish minimum facilities standards. Compile and monitor infrastructure priority lists. Establish and maintain all required head office and provincial offices as per the Strategic Plan and operational Plan requirements of business. Manage and oversee periodic reviews of facilities. Manage construction projects. Facilitate the maintenance and repair of infrastructure. Report on construction progress and the status of maintenance and repairs Financial Management Analyze organization requirements and compile the Supply Chain Management functions budget. Conduct reviews of the mid-term budgets and re-prioritize resources. Manage and control the Supply Chain Management function's budget and report monthly to the CFO on budget expenditure. Drive sustainability initiatives, minimizing costs, and identifying cost efficiencies. Ensure effective development and management of internal service level agreements. People Management Lead and develop staff within the context of the Labour Relations Act, Employment Equity Act, Basic Conditions of Employment Act and the Skills Development Act. Unite employees around the company values and personally demonstrate the values in everyday behaviour. Ensure that the correct number, appropriately competent people are timeously appointed to meet the Division's objectives. Build and maintain a positive, empowering, performance-driven culture within the Division: -Ensure all employees in the Division are clear on their own role, and the expectations of successfully fulfilling the role. - Ensure that each employee has a line of sight as to how they personally contribute to the company's and the Division's mandate, purpose, vision, and mission. - Ensure all employees in the Division have a mutually agreed, signed performance contract. - Monitor staff performance and provide regular feedback. - Conduct regular performance discussions with subordinates. - Coach and support staff where necessary to achieve objectives. - Motivate and inspire employees to deliver on and exceed expectations. - Ensure all employees in the Division have access to the information, equipment, job aids, tools, processes, SOPs, policies and other resources to successfully fulfil their role. Promote cross-divisional support and teamwork to break down silos and to harness multidisciplinary knowledge, insights and skills. Manage staff activities, ensuring service levels are met and protocols are adhered to, e.g., Manage staff leave and general time management issues in line with organizational deliverables and standards. - Lead Divisional project management teams to achieve functional objectives. Manage and deliver on succession plans to enable the development of a future generation of leaders and specialists and ensure optimal turnover and retention levels are maintained. Ensure that all employees in the Division have an active, needs-driven PDP supported by the company and champion staff training and development through the utilization of available training opportunities or contributing to the development of new training solutions. Maintain optimal employment relations in area of responsibility and follow labour relations policies and procedures to ensure fairness. Lead the team towards meeting the strategy and targets through regular communication and utilization of the full organizational talent management tool set: - Establish regular (at least monthly) team and one-on-one meetings (between self and direct reports, and managers and their direct reports) within the Division to provide feedback, share information and build morale. - Ensure that records of meetings are kept and shared across the team and that action plans agreed to within team meetings are delivered upon. - Establish other effective communication structures and systems to ensure real-time vertical and horizontal communication. Ensure that all employees in the Division have a mutually agreed (between themselves and the company) career plan that they personally find compelling and energized to pursue. Drive employment equity within the Division to not only ensure that diversity targets and requirements are met, but to harness the value of a diverse workforce. The placed Interim Supply Chain Manager must conduct these activities in alignment with the company standard operating procedures and policies. It should be noted that the company's SCM Department is relatively small, and the Interim SCM Manager would be expected to be hands on. The appointed resource will have 3-4 direct reports. The appointed resource will be expected to execute their duties at the company premises in Parktown 08:00 - 16:30pm (working hours), Johannesburg and will be responsible for their own travel expenses.
