Gp / Pe / 08 / 03 / 2024 Gauteng Provincial Office – Provincial Executive

Legal Aid South Africa; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

An established industry player is seeking a skilled procurement specialist to manage vendor relationships and optimize purchasing processes. In this dynamic role, you will be responsible for sourcing new vendors, preparing RFQs, and ensuring compliance with procurement guidelines. Your expertise in negotiation and supplier management will be crucial in achieving cost-effective solutions and timely delivery of materials and services. This position offers the opportunity to make a significant impact in a collaborative environment focused on excellence and ethical practices. If you are passionate about procurement and ready to drive results, this role is for you.

Qualifications

• Minimum 5 years experience in procurement with a clear criminal record.
• Advanced English and French proficiency required; Arabic is advantageous.

Responsibilities

• Source new vendors and manage purchase requisitions in compliance with guidelines.
• Negotiate pricing and terms with suppliers while ensuring timely delivery.

Skills

Problem solving

Delivery focus

English (Advanced)

French (Advanced)

Arabic

Education

Grade 12 / Matric / NQF4

Bachelor's Degree in Business/Science/Commerce/IT

CIPS Diploma

Tools

MS Applications (Outlook, Word, Excel, Visio, PowerPoint)

Oracle

Sage

SAP

Job description

Location : City of Johannesburg, Gauteng
Start Date : Immediate

Purpose of the Role:
Process purchase requisition for material and service in line with approved Project / end-user specifications while ensuring cost competitiveness and timely delivery.

Key Responsibilities:

1. Source new potential vendors and update the Averda Preferred vendor list.
2. Prepare and float RFQs / Inquiries.
3. Conduct techno-commercial comparison for determination of most suitable source.
4. Liaise with technical Department and Project team to obtain technical recommendation when necessary.
5. Liaise with Contract Manager and Legal team during contract / agreement draft stage to provide input as necessary.
6. Issue Purchase orders in the ERP system to ensure all Purchases are systematically conducted.
7. Ensure consistent timely delivery through monitoring and following up on POs.
8. Resolve vendor and requester disputes pertaining to quality, service, warranty and delivery.
9. Identify spend optimization opportunities across categories.
10. Create, maintain and amend supplier agreement and contracts.
11. Perform vendor market assessment and evaluation.
12. Coordinate (with business shared service center, where applicable) for transactional activities.
13. Comply with Health, Safety and Environment policies (mandatory for all).
14. Ensure highest level of Code of Conduct and compliance with Ethics.
15. Ensure Compliance with all Group Policies and Procedures.

Qualifications:

1. Must have Grade 12, Matric or NQF4 equivalent qualification.
2. Bachelor's Degree in Business / Science / Commerce / IT.
3. CIPS Diploma (Advantageous).
4. Min 5 years experience in procurement.
5. Must have a clear criminal record.

Knowledge:
Problem solving, Delivery focus, English Advanced level (written and spoken), French Advanced level (written and spoken) for North-West African countries, Arabic is advantageous, Proficient in MS applications (Outlook, Word, Excel, Visio and PowerPoint), Oracle / Sage / SAP advantageous.

Core Competencies:
Deliver: Consistently strives to deliver business results and exceeds customer expectations.
Care: Develops rapport and works effectively with a diverse range of people.
Inspire: Spots opportunities and creates innovative solutions in order to deliver business results.

Role & Responsibilities:

1. Ensure all approved PRs are fully compliant as per the Procurement guidelines.
2. Ensure to source valid quotations and supplier proposals as per the exact requirements specified by the end-user.
3. Check that all approved PRs are compliant before converting to PO.
4. Ensure single source justification and urgency evaluation is performed and attached with the PO.
5. Validate all auto POs created by the requesters and approve accordingly.
6. Respond to all end-users claims and complaints and close with corrective action.

Sourcing, RFQ & PO Processing:

1. Create, maintain and amend vendors Purchase orders, agreements / contracts while ensuring full compliance.
2. Conduct RFQ, identify and invite suppliers for PRs.
3. Prepare bid comparison for the required specifications and attributes; Receive, review and analyse vendors bids / quotes / proposals.
4. Negotiate pricing, payment terms, contract T&Cs and any other commercial terms and update them in ERP.
5. Prepare all types of purchase orders.
6. Attach all related documents (Quotations, comparison sheet, contract, drawings, specifications, recommendations etc.) for reference.
7. Arrange for international orders for shipping, insurance and clearance from port / border customs and record them in Landed cost management in ERP.

Identify and Report Savings:
Identify savings and spend optimization opportunities across top spend categories and sub-categories.

Procurement Cycle Time and Expedition process:
Ensure all approved Purchase requisitions are converted to approved POs, received and closed as per the agreed timelines.

Supplier Management:
Visit and meet Vendors on regular basis as deemed necessary. Perform supplier market assessment and supplier evaluation according to the set targets.

Health and Safety Compliance:
Comply with Health, Safety and Environment policies (mandatory for all).