Administration Officer: Demand Management (SCM)

EdUpStairs; Cape Town; On-site; ZAR 450,000 - 650,000; Full time

Job summary

EdUpStairs in Cape Town is seeking a qualified supply chain professional to lead procurement management within public sector settings. You will oversee acquisition, contract management and ensure compliance with PFMA, PPPFA and BBBEE, while coordinating budgeting and procurement planning.

The role requires a minimum NQF 6/ National Diploma in SCM or related, several years of SCM experience, and a valid driver’s licence.

Qualifications

• Thorough knowledge of government procurement systems and relevant legislation.
• Knowledge of PFMA, PPPFA and BBBEE Acts.
• Monitoring and evaluation theory and methodology.
• Experience with procurement planning and contract management.

Responsibilities

• Provide admin support in research and needs analysis for the Department.
• Provide guidance to End-Users/Project Managers on testing the markets.
• Lead alignment of budgets with department objectives and Annual Performance Plans.
• Consolidate Procurement Plans and report monthly to Head Office.
• Assist in stakeholder consultations to determine challenges, opportunities and risks.
• Identify needs frequency and analyse against supply chain strategy; collect data and analysis.
• Provide support in development of procurement proposals.
• Collect and consolidate information for the Department Annual Procurement Plan.
• Check and analyse submitted information; confirm budget availability.
• Consolidate information into procurement plan.
• Support drafting of specifications and advise on special conditions.
• Assist in preference points system implementation and tracks specs/terms of reference.
• Provide responses to internal and external stakeholders.
• Provide secretariat support to Bid Committees.
• Manage Demand, Acquisition and Contract Management and ensure compliance with prescripts.
• Develop internal controls for procurement and oversee risk management.
• Coordinate Demand Management Plan input and ensure alignment with the plan.
• Ensure procurement aligns with approved Demand Plan and efficient use of the CSD.
• Manage sourcing of quotations and bid processes; maintain document control.

Skills

Verbal communication

Written communication

Interpersonal skills

Problem solving

Decision making

Numeracy

Planning and organizing

Independent work

Under pressure

Analytical thinking

Creativity

Resourcefulness

Education

NQF 06 / National Diploma in SCM

Job description

• A minimum of three-year tertiary qualification (NQF level 06)/ National Diploma in Supply Chain Management/ Procurement/ Public Management/ Public Administration or related.
• Relevant years of experience in Supply Chain Management within Acquisition Management.
• Valid Driver’s Licence.
• Knowledge Of: Thorough knowledge and understanding of government procurement systems and relevant legislation; Supply chain management; Management of databases; PFMA; PPPFA; Supply Chain policies and procedures; Treasury Regulations and BBBEE Acts; Monitoring and evaluation theory and methodology; Monitoring and evaluation systems.
• Skills: Good verbal and written communication skills; Basic numeracy; Advanced interpersonal and diplomacy skills; Problem solving skills; Decision making skills; Statistical skills; Computer literacy; Problem solving skills; Presentation skills; Planning and organising skills; Ability to work independently and under pressure.
• Personal Attributes: Analytical thinking; Innovative; Creative; Resourceful; Ability to work under stressful situations; Ability to communicate at all levels; People orientated; Able to establish and maintain networks; Trustworthy; Assertive; Hard-working; Self-motivated; Ability to work independently.
• Must be prepared to adapt work schedule in accordance with office requirements.

Duties

• Provide admin support in the research and needs analysis for the Department.
• Provide guidance to End-Users/Project Managers on testing the markets.
• Lead the process of alignment of budgets with department objectives and Annual Performance Plans.
• Consolidation of Procurement Plans and report monthly to Head Office.
• Assist in the consultation with relevant stakeholders to determine challenges, opportunities and risks.
• Identify the frequency of needs and analyse the identified needs in line with the supply chain strategy and collect data commodity analysis and checking for alternatives.
• Provide support in the determination and development of procurement proposals for implementation based on the results of the research.
• Collect and collate information for the Department Annual Procurement Plan, collect information from the relevant units according to the prescribed template.
• Check and analyse the submitted information, confirm availability of budget.
• Consolidate the information into procurement plan.
• Provide support in the process of drafting specifications, advice whether specifications should contain special conditions.
• Assist in identifying and implementation of preference points system, track all movements of specification and terms of reference submission.
• Provide an appropriate response to internal and external stakeholders.
• Provide secretariat support to the relevant Bid Committees.
• Responsible for Demand, Acquisition and Contract Management.
• Ensure full compliance to all Acquisition, Demand Management and Contract Management prescripts, policies, practice notes and delegations of authority.
• Develop and maintain internal control measures for procurement.
• Ensure the effective management of Demand, Acquisition and Contract processes.
• Compile and consolidate the Demand Management Plan, Acquisitions Management and Contract Management reports.
• Coordinate input in the Demand Management Plan.
• Ensure that procurement is in line with the approved Demand Plan.
• Ensure effective utilisation of the CSD.
• Manage acquisition including BID administration.
• Assist in compilation of Terms of reference, Specifications and Bid Documents.
• Provide secretariat support to the BID committees and provide the administrative duties during the tender/bid briefing sessions.
• Provide assistance in the review of the scope of the Terms of Reference (TOR).
• Assist with the monitoring of validity period of closed tenders.
• Assist in the co-ordination and execution of the bidding process.
• Arrange and attend bid Evaluation committee meeting.
• Management of the bid processes and ensure effective functioning of all Bid Committees.
• Management and effective utilisation of Transversal Contracts and Participation contracts on organs of state.
• Manage the process of sourcing of quotations.
• Ensure proper document control and documentations.
• Implement and Oversee Risk and performance management strategies in the Supply Chain Management Unit.
• Identify and mitigate risks within the Unit.
• Ensure that all administrative matters, correspondence and complex enquiries are attended to promptly.
• Assist in the compiling of monthly SCM performanreports.
• Compilation /verification of all monthly SCM reports.
• Ensure implementation and compliance of the Instruction Notes as issued by National Treasury as well as Departmental SCM Policy.