Procurement Specialist

SUMMARY:
Signa Opportunity is recruiting unemployed youth for quality workplace experience through the Youth Employment Service (YES) initiative.
About the YES Initiative
The initiative was launched by the President in 2018 and is a partnership with the government and labour department to collectively devise a national plan to build economic pathways for South Africa’s youth by creating workplace opportunities for South African youth over a period of 12 months.

Position: Procurement Specialist

Stipend: R5200.00 pm

Location: Johannesburg (Sandton)

POSITION INFO:
About the role
Responsible for compliance to the Procurement Policy and efficient tender processes on behalf of the Board.

Responsibilities

• Responsible for the solicitation and preparation of Request for Quotations (RFQs),
• Requests for Proposals (RFPs), and Request for Information (RFIs).
• Facilitate and adjudicate the end to end tender process to enable the Procurement Committee to shortlist a suitable bidder.
• Review and develop the high-level procurement pipeline. This includes the identification of procurement related opportunities and identifying, developing, and prioritising procurement activities.
• Review and evaluate bidders’ proposals.

1. Summary documents (summarising the evaluation criteria for each bidder)
2. Scoring matrix
3. Special requirements
4. Mandatory report
5. Price and cost analysis document.

• Provide explanations & supporting documents on any deviations from procurement policy.
• Review and ensure compliance with mandatory requirements from the RFP/RFQ.
• Ensure that special requirements have been met and are in line with the probity audit and policy.
• Issue Letters of Intent and communicate outcome of bids, RFP's and tenders.
• Make recommendation on the approved service provider.
• Lead and coordinate team effort across different departments to work together in ensuring compliance with policy.
• Prepare and update the risk report, sub-com meeting reports and capex report.
• Draft chairperson's report post adjudication session to conclude RFP/Tender process.
• Source service providers as and when required by the Fund.
• Co-ordinate the due diligence for new suppliers.
• Onboarding of service providers that have been sourced on the portal.
• Ensure key supplier performance is monitored by the respective business partner.
• Manage the supplier database and screen suppliers based on compliance requisites.
• Facilitate the contracting process between the new supplier, the risk department and internal stakeholders.
• Manage the Contracts Checklist and streamline the execution, compliance, storage, and renewal of contracts across all departments.
• Lead negotiations for the service and operations departmental procurement.
• Cost management - negotiate prices of existing suppliers where applicable to ensure cost optimization.
• Collate indicative pricing/quotes, business cases, return on investment (ROP) and motivation for budget reports.
• Facilitate budget workshops and manage the action items throughout the budgeting process.
• Follow up on budget action items, draft budgets per department and prepare final budget report for ARC.
• Update the forecast spend per department.
• Assign, allocate and monitor work for the Procurement Administrator and Intern.
• Track progress and quality of work produced as per allocated time/schedule.
• Request statements of accounts for facilities suppliers for recon and any ad-hoc requests.
• Consolidate invoices and ATP for approval by BU heads for payments.

• South African Unemployed youth between the ages of 18 and 34.
• Must not have participated on the programme before.
• Matric
• A finance qualification, preferably a degree
• A procurement qualification is advantageous
• Advanced Ms Excel
• At least 3 years relevant experience
• Retirement fund industry experience is preferred
• Knowledge of the Pension Fund Legislation is advantageous
• Good knowledge of Section 37C of the Pension Fund Act is advantageous
• Exposure to the Financial Advisory Intermediary Services environment

• Attention to detail
• Sense of urgency
• Pro-active
• Ability to work under pressure
• Ability to work in a team environment
• Willingness
  

1. Client Focus
   Effectively meeting member needs; building
   inspiring relationships; and taking responsibility for member experience
2. Decision Making
   The ability to make balanced and sound recommendations and decisions, by understanding issues and problems, evaluating the consequences of alternative solutions and
   to select the most appropriate alternative.
   Recommendations and decisions need to be
   implementable, effective and well thought
   through.
3. Gaining Commitment
   Using appropriate interpersonal styles and communication techniques to gain acceptance of ideas or plans; adapting one's own style to accommodate the target audience.
4. Initiating Action
   Taking prompt action to accomplish objectives; pushing beyond the boundaries and being proactive.
   
5. Ownership
   Assuming responsibility and accountability for
   the successful completion of tasks and adhering consistency to standards of excellence. Ensuring that all relevant detail has been considered.
6. Technical Knowledge
   Having achieved a Full performance level of technical knowledge, related to a specific role.
7. Tenacity
   Continually striving for the achievement of realistic goals in the face of obstacles, setbacks and failure.