Specialist: Supply Chain - Six Months Contract

PURPOSE OF THE JOB

Responsible to provide support to the Supervisor: Supply Chain in ensuring that company procurement strategy is effectively implemented in accordance with the applicable legislation, policies and procedures. Responsible to provide administrative support to the SCM committees.

Key Performance Areas

Procurement

• Provide support to user department when issuing RFQs’
• Create and review SCM documents
• Check quotations to ensure conditions of sale meet the requirements of the procedures and policies laid down for company
• Ensure compliance with the CIDB requirement
• Ensure registration of tenders in the CIDB website, company website and National Treasury website
• Prepare quarterly B-BBEE spend reports timeously
• Provide support and advice on procurement processes.
• Promote strong customer service orientation and delivery.
• Assist to manage and monitor process for effective, accurate and complete records management for audit purposes.
• Assist in dealing and resolving process and management queries in an expedient and competent manner – 100% resolution within the timelines for each case.
• Maintenance of the company supplier database, including identifying, vetting, capturing and updating of supplier registration details

Contract Compliance Management

• Ensure that all required documents are as per company policy and procedures
• Assist with contract compliance in line with statutory regulation.
• Submit all required documents as per company policy and procedures
• Assist with contract compliance and complete checklists
• Advise on goods and services identification processes, contract life cycles, contract development, completion and management and on tender documents compilation
• Ensure sign off is obtained prior to submission of proposals or acceptance of contracts and provide all supporting documentation needed
• Create and maintain a contract register to ensure safekeeping of all contracts and agreements
• Assist with workshops related to Procurement and Contracts
• Ensure that all contract information is accurate, appropriately filed, current and available to all who use it
• Keep an updated list of all filed construction guarantees
• Ensure compliance with statutory regulation

Bid- and General Administration

• Prepare Bid adverts, opening of the Bid box and recording bids in terms of prescribed procedures
• Provide Secretariat Services to the Bid Committees as required
• Arrange bid specification meetings
• Prepare minutes for the bid specification meetings
• Capture and check tender pre-score and final score sheets with comments for Bid Evaluation Committee meetings
• Attend Bid Evaluation Committee meetings
• Advise on compliance and SCM processes
• Check bid evaluation minutes
• Arrange Bid Adjudication Committee meetings
• Prepare the agenda and compile bid packs for members of the Bid Adjudication Committee
• Prepare minutes for the Adjudication Committee meetings
• Arrange briefing sessions for awarded suppliers
• Compile and maintain a Bid Adjudication Committee Contracts Register
• Support the establishment of Bid Committees in line with the company SCM Policies and procedures
• Update and maintain the SCM System in line with company policies and procedures
• Update and maintain the procurement system based on company SCM Policy
• Implement and maintain QSE and EME principles in the procurement of goods and services
• Responsible for the logistics and inventory processes supporting the SCM Policies and procedures
• Maintain a secure archiving system in accordance with company policies and procedures

Supplier and Invoice Management And Irregular Expenditure

• Maintain the process of invoice collection from supplier
• Ensure verification of goods or service from user department
• Maintain SCM compliance checklist to ensure compliance
• Report any potential irregular expenditure to supervisor
• Process approved and compliant Invoices to Finance for payment
• Ensure payment periods (30 days) for suppliers is monitored and achieved with exceptions notified to SCM Supervisor

REQUIRED QUALIFICATIONS AND EXPERIENCE

Qualifications

• Minimum Requirement: Degree or Diploma in Procurement/Administrative/Financial or similar preferred Preferred Requirement: A further qualification in SCM/Procurement field

Experience

• Minimum Requirement: Minimum of 3 years SCM/Procurement/ Administration experience Good Knowledge of the advanced procurement pastel Evolution system Preferred Requirement:
• Strong understanding of and a strong commitment to good corporate governance, SCM regulations and laws and other regulatory requirements including the PFMA.