Procurement Officer

SUMMARY:
The role is responsible for managing the procurement cycle through delivering effective and efficient procurement of goods and services.

POSITION INFO:

Monitor and manage compliance withprocurement policies, procedures and agreements in place. Facilitate the the company’s procurement objectives and targetsthrough compliance with strategy and application of policies and procedures.

KEY PERFORMANCE AREAS

Planning and Standards

• Disseminate procurement policies, procedures, processes, templates, delegations, and performance metrics to build awareness and promote understanding.
• Train and equip business units to effectively manage or participate in procurement processes, including quotation and tendering activities.
• Engage Business Managers to identify upcoming work and determine support requirements from the Supply Chain Management (SCM) Unit.
• Plan and coordinate work schedules and timelines to align with sourcing and business demands.
• Collaborate with business units to identify and plan for non-contracted spend through the RFQ/RFP process.
• Conduct detailed analysis of procurement transactions (spend data) to identify trends, off-contract spend, policy deviations, and compliance gaps for improved planning, risk management, and reporting.
• Support the SCM Unit in contributing to the successful delivery of the Division’s financial strategy and operational objectives.

Technical Support and Value Management

• Support the financial division in delivering on the key business imperatives pertaining to cost containment, innovation, productivity and business relevance.
• Work with the appropriate business unit managers to understand their operational plans, sourcing
• requirements, budgets, service standards and targets (cost, transformation, etc.).
• Develop and maintain the demand pipeline and sourcing plan for the business.
• Conduct relevant research and maintain business intelligence to support effective solutions, advice and decision making for business.
• Lead and guide decisions on consolidation, rationalisation and relevance of services in line with changing business requirements and alignment to strategic imperatives such as cost containment.
• Support business units with drafting specifications/requirements for quotes and tenders.
• Support the tender unit and business with analysis of quotes and tender documentation/submissions
• Negotiate prices, terms and conditions with suppliers and deliver savings targets to the Bank.
• Provide integration and support to internal business units, decentralised operations and related
• partners/agencies pertaining to supply chain activities.
• Facilitate training and awareness sessions for staff involved in supply chain processes to ensure
• understanding, compliance, and effective participation.
• Support the SCM team and division during peak demand periods, staff shortfalls and ad-hoc project-related requirements.
• Support the Bank and the SCM team in delivering innovative solutions to improve productivity, service levels and contribute to cost containment.

Procurement Execution

• Procure goods and services to meet user requirements as per agreed service levels.
  • Manage and administer Request for Quotation process in line with policy, delegations and SLA
  • Manage and administer end-to-end Request for Proposal process in line with policy, delegations and SLA.
  • Manage and administer the order process in line with policy, delegations and SLA.
  • Manage and administer Order expediting and fulfilment.
• Communicate contract award and impact to BU (stakeholders and change management).
• Liaise and support with Legal and other relevant officials for the purposes of negotiation and contracting.
• Maintain accurate records and files (manual & electronic) of all the quotation/tender data.
• Maintain full compliance with defined policies, procedures, regulations and standards.
• Address transactional queries, gaps in information, incorrect postings, GL, Material Groups, etc., when review and releasing PR and PO''s.
• Monitor transactional data for the purposes of identifying and expediently resolving deviations and risks to business and policy compliance.
• Prepare analysis, comparative schedules and recommendations to RFQ/RFPs for business unit consideration and decision making.
• Guide and assist business unit decision-making and solutions supported by credible market research and industry practices.
• Prepare quality reports and documentation for SCM consolidation and reporting.
• Support supplier performance management by tracking the level of compliance with orders placed with suppliers.
• Monitor supplier performance data with business units.
• Assess and resolution of supplier queries.
• Resolve errors on requisitions and purchase orders as required.
• Investigate and address supply non-conformances - administering product defects and recalls.
• Review and action open Requisitions and Purchase Orders as per the SLA.
• File/archive all source documents about each transaction (these must be complete, accurate and accessible).
• Monitor price increases and communicate changes as necessary.
• Contribute to items master development (catalogue and supplier).
• Ensure compliance with Procurement policies and procedures.
• Implement, monitor, report and manage attainment of procurement metrics / SLA.
• Support the team and Division with accessing and making available information timeously to Auditors and management in the correct format, content, completeness and accuracy.

Reporting

• Report process performance against SLA and on procurement lead times.
  • Open Requisition lead-time (weekly).
  • Open Order lead-time (weekly).
  • Open GRV’s (weekly).
  • Supplier payment lead times (weekly).
• Report on deviations (weekly):
  • retrospective transactions.
  • deviations from the process.
  • single source.
• Provide a monthly report on RFQ’s and closed tenders.
• Maintain trend analysis on procurement transactions (spend information) – report on non-contract spend, spend off contract and include recommendations to inform sourcing pipeline.
• Prepare reports (SCM dashboard) for discussion with Business Units (Divisions) - as per the SCM Dashboard (monthly).

Key Measurement Outputs

1. Procurement of quality goods and services at the best possible price and with policies.
2. Timely and accurate reporting.
3. Effective and efficient procurement and expediting of goods and services as per the service level agreement.
4. Performance management as per the service level agreement.
5. Supporting the transformation strategy.
6. Effective compliance with all governance requirements.
7. Effective, accurate and complete records management for audit purposes.
8. Clean audit.

KEY INTERNAL LIAISON RELATIONSHIPS

1. Other Professionals in the SCM Unit.
2. Internal Clients and their representatives.
3. Technical Specialists.
4. Legal Unit – contracting, contract administration.
5. Internal Audit – governance.
6. Finance Unit - financial risk analysis, supplier payments.

KEY EXTERNAL LIAISON RELATIONSHIPS

1. the company Clients - management of SCM performance against MOU.
2. Office of the AG – audits and governance.
3. the company suppliers and service providers
4. National Treasury – reporting and governance.

QUALIFICATIONS & EXPERIENCE

Minimum Requirements

• Bachelor’s degree in Business, Engineering or Supply Chain Management related discipline with strong procurement/sourcing expertise.
• A minimum of 5 years’ experience in tender management and/ or infrastructure procurement.
• Experience in professional service providers'' procurement for construction and allied industries.
• Exposure to supply chain management within the government environment is a minimum requirement, subject to the experience of the candidate.
• 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.
• Strong understanding of and commitment to good corporate governance, supply chain management regulations and laws and other regulatory requirements, including the PFMA.
• Working experience with the SAP Procurement module or a similar ERP system.
• Detailed working knowledge of the PPPFA, supply chain regulations from the National Treasury, and BBBEE
• MS Office proficient.

Desired Requirements

• Member of the Chartered Institute of Purchasing and Supply (CIPS) Level 4.
• Experience in Construction/Infrastructure procurement.

COMPETENCIES

1. TECHNICAL

a) Written communication

• Understands that different writing styles are required for different documents or audiences.
• Write effective correspondence, prepare questions and reports, statements of circumstance and briefing notes.
• Review others’ documents for clarity and impact.
• Has a solid mastery of writing principles such as grammar, sentence construction, etc.

b) Presentation skills

• Can reinforce key presentation points with examples.
• Is able to translate technical terminology into language understandable to the audience.
• Has insight into the audience’s behaviour and motivation and responds appropriately and professionally, adapting communication style as appropriate.

c) Problem Solving

• Identifies complex problems based on a broad range of factors, many of which are ambiguous or difficult to define.
• 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.
• Implements solutions to complex problems, then evaluates the effectiveness and efficiency of solutions and identifies needed changes.
• Solution and deadline oriented with the ability to manage bottlenecks effectively.
• Ability to ensure all governance and compliance requirements are met with the aim of eliminating potential inappropriate and corrupt practices.

d) Stakeholder Management

• Actively engages partners and encourages others to build relationships that support the company objectives.
• Understands and recognises the contributions that staff at all levels make to delivering priorities.
• Proactively manages partner relationships, preventing or resolving any conflict.
• Adapts style to work effectively with partners, building consensus, trust and respect.
• Delivers objectives by bringing together diverse stakeholders to work effectively in partnership.

e) Data Collection and Analysis

• Skilled in the use of advanced/complex analytical techniques.
• Is able to use judgment to decide upon the most appropriate analytical techniques according to the situation.
• Recognises underlying principles, patterns, or themes in an array of related information, and determines
• whether additional information would be useful or necessary.
• Through an in-depth understanding of the business environment, reviews outputs of analysis to identify
• anomalies and concludes, relating these to operational circumstances.
• Can model a range of scenarios covering all potential business circumstances and highlight potential
• risks/opportunities.

f) Reporting

• Designs / customises reports to meet user needs.
• Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes
• in a report.
• Keeps standard reports under review and proposes improvements to meet user needs.

g) Planning and Organising

• Plans and manages multiple priorities and deadlines.
• Is relied on to help others plan and organise their workload.
• Uses advanced time management processes effectively to deal with high workloads and tight deadlines.
• Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
• Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and replanning

h) Financial Acumen

• Makes sound financial decisions after having analysed their impacts on the organisation, partner agencies, and community.
• Effectively prepares budgetary submissions and forecasts for own department.
• Knows the internal and external factors that impact resource and asset availability.
• Is able to interpret management account reports in an operational/commercial context and take action as appropriate to maximise revenues and control costs.

2. BEHAVIOURAL

a) Achievement Orientation

• Delivers work on time and quality and follows through on agreed commitments.
• Views new work experiences as an opportunity for growth.
• Reacts immediately to overcome setbacks/or obstacles in order to meet goals. Recognises and acts upon current opportunity.
• Make specific changes to systems and processes in order to improve efficiency and quality.
• Formulates own objectives and action plans in order to achieve a measurable improvement in the future.
• Implies an intention to persuade, convince, influence, or impress others (individuals or groups) in order to get them to go along with or to support own agenda.
• The ability to adapt to and work effectively within a variety of situations, and with various individuals or groups. Flexibility entails understanding and appreciating different and opposing perspectives on an issue, adapting one’s approach as the requirements of a situation change, and changing or easily accepting changes in the job requirements or the company as a whole.

b) Attention to details

• Double-checks the accuracy of information or work.
• Ensure that the work produced doesn’t contain any errors.
• Reflects a concern for monitoring and checking work or information for correctness/quality.

c) Conceptual and Analytical thinking

• Uses knowledge of theory or of different past situations to look at the current situation.
• Applies learned concepts across various situations.
• Understanding a situation, issue, problem, etc. by breaking it into smaller pieces, or tracing the implications of a situation in a step-by-step way.

d) Customer service orientation

• Makes self fully available, especially when the customer is going through a critical period.
• Requests ongoing feedback from customers and takes action in response to it; manages to retain and
• capitalise on existing customers.
• Takes the ‘extra step” to resolve customer issues appropriately, even in cases where they do not fall under their own area of responsibility.
• Is aware of the level of service offered by the competition and provides more for customers than they expect.
• Anticipating, meeting and exceeding the needs and expectations of customers. This implies working together with customers to build long-term relationships and focusing one’s efforts on delivering increased customer value. A customer may be an external customer or an internal customer/colleague within the company.

e) Decisiveness

• Acts promptly to address urgent needs, taking quick decisions which need to be taken.
• Assesses available information to reach a clear view of key options and selects the best option at the time.
• Thinks on their feet when necessary.
• Has the confidence and ability to take timely and appropriate decisions to further business objectives. It includes investing a level of effort which is appropriate to the decision at hand and ranges from taking routine decisions promptly to making decisions which may be risky or unpopular and require the use of judgment.

f) Integrity

• Publicly admits having made a mistake.
• Speaks out when it may hurt a trust relationship.
• Ability to ensure all governance and compliance requirements are met to eliminate potential inappropriate and corrupt practices.

g) Self-awareness and self-control

• Feels an impulse to do something inappropriate and resists it.
• Resists temptations to act immediately without thinking, but does not take positive action.
• 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).

h) Strategic and Innovative thinking

• Feels an impulse to do something inappropriate and resists it.
• Resists temptations to act immediately without thinking, but does not take positive action.
• 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).
• Does not do anything but restrain.