Procurement Officer

Transport Education Training Authority; Pretoria; On-site; ZAR 400 000 - 600 000; Full time

Job summary

A government body overseeing transport education seeks a Supply Chain Manager to support internal and external stakeholders, ensure financial reporting, and manage procurement processes. Candidates need at least a National Diploma and 5 years in public sector SCM. This is a designated position for Employment Equity, preferentially seeking candidates from specific demographic groups.

Qualifications

• Minimum of 5 years' experience in a public sector supply chain management environment.
• 3 years in a supervisory role is required.
• Knowledge of Procurement to Pay (P2P) processes.

Responsibilities

• Provide support to stakeholders in SCM.
• Ensure compliance with financial reporting requirements.
• Assist in developing a compliant acquisition management system.

Skills

Analytical skills

Problem-solving skills

Leadership skills

Planning skills

Communication skills

Education

National Diploma in Commercial / Logistics / Accounting

Tools

MS Office (Excel, Word, PowerPoint)

Job description

Responsibilities

1. Provide Support to Stakeholders
   • Ensure the establishment of good working conditions with internal and external stakeholders.
   • Ensure that bidding outcomes are communicated to bidding parties.
   • Arrange meetings with internal and external clients to familiarize them with SCM legislation and regulations.
2. Financial Reporting
   • Ensure that invoices are submitted to finance for payment within agreed timeframes.
   • Ensure that invoices are reconciled with Purchase Orders and Contracts for corrections.
   • Ensure that expenditure is in line with budgeted and committed funds on the Purchase Orders.
   • Ensure that expenditure complies with the budget set as per Procurement Plan, bid document pricing schedule and purchase orders.
   • Check and inspect Invoice Control Registers regularly.
3. Reporting
   • Submit the Procurement Plan Progress Report to the National Treasury not later than the 15th day of the new quarter.
   • Report deviations and variations above 15% and procurement by other means to the National Treasury and AGSA.
   • Submit the Quarterly Procurement Report.
   • Update the Irregular, Wasteful and Fruitless Expenditure Report.
   • Update the TETA Contract Award Register.
   • Ensure that all legislated reporting requirements in terms of this function are complied with.
4. Drive Bid Committees
   • Assist with the establishment of TETA Bid committee (Bid Specification, Bid Evaluation and Bid Adjudication Committees).
   • Assist with the compilation of roster for Bid Committees.
   • Assist with ensuring that Bid Specification and Evaluation Committee meetings are efficiently managed.
5. Implementation of Demand Management and Planning
   • Assist with the division's demand management planning in terms of procurement planning requirements.
   • Assist with ensuring that National Treasury instructions, directives and practices are complied with.
   • Ensure analysis and selection of the best sourcing strategies for identified TETA requirements above the quotation threshold of R1m.
   • Assist with the introduction of new motivations for requests that comply with SCM prescripts to eliminate audit findings.
6. Implementation of Acquisition Management
   • Assist with developing and maintaining a compliant acquisition management system.
   • Ensure that requests for proposals/bids are properly sourced and that bids/tenders are advertised on the national Treasury website and print media.
   • Ensure that procedures are implemented to administer contracts and the outcomes prior to the authorisation of payment certificates.
   • Assist the SCM Manager with developing compliant TORs for Bid Specification and Bid Adjudication Committees.
   • Assists in ensuring quality assurance of the Request for Bid (RFB) documents before publication.
   • Assist with ensuring tender briefing sessions are properly managed.
   • Assist with managing Tender Closing processes.
   • Facilitate pre‑compliance evaluation for all Bid Proposal received.
   • Handle advertisements of received bids and winning bids on TETA website and E‑Tender Portal.
   • Ensure that unsuccessful notification letters are drafted and sent to all unsuccessful bidders.
   • Ensure that service providers recommended for appointment are registered with CSD and are tax compliant.
   • Assist in drafting, vetting and facilitating Supplier/Service provider contracts.
   • Manage the contract management module in the e‑Tender Portal.
7. Implementation of Logistics, Disposal and Facilities Management
   • Assist with ensuring that building facilities are properly sourced and maintained.
   • Ensure support to Corporate Services in relation to compliance with OHS Act.
   • Assist with ensuring that TETA's vehicle(s) are properly maintained and serviced.
   • Assist with maintaining effective inventory and disposal management systems.
   • Assist with continuous updating of the Excel spreadsheet for inventory stock items (issues/receipts).
   • Assist with validating identified obsolete, redundant and unserviceable assets for disposal.
8. Supply Chain Performance Management
   • Assist in ensuring that SCM objectives and timeframes are achieved.
   • Ensure compliance to policies, procedures, norms and standards.
   • Ensure that savings are generated on bid awards where necessary.
   • Ensure that supply of goods and services operates cost efficiently and efficiently in relation to goods and services procured through the tender procurement system.
9. Audit and Risk Management
   • Prepare for internal and external audits and submit evidence within agreed timeframe.
   • Ensure no repeat findings in the AG Management Report and implement corrective action of existing findings.
   • Maintain the Unit Risk register, monitor and report progress.
10. Learning and Growth
    • Training and development of staff to build sufficient capacity.
    • Plan individual functions and ensure that PDP, PDA and Workplan are submitted and implemented.
    • Provide on‑the‑job training, support, guidance and assistance to staff.
    • Handle day‑to‑day problems encountered by staff.
11. Management Responsibility
    • Identify and monitor team and individual goals.
    • Manage staff time, attendance and leave according to policy.
    • Ensure completion of performance agreements and appraisals of self and staff on or before the due date.
    • Manage/monitor and check on personal development plans submission, approval and implementation.
    • Ensure job profiles are updated and signed annually.
    • Ensure communication with department staff and follow up on department goals.
    • Monitor and check on employee capacity needs.

Minimum Requirements

Experience and Qualification: Minimum of National Diploma (NQFL 6) in Commercial / Logistics / Accounting or equivalent related qualification; Minimum of 5 years' experience in a public sector supply chain management environment, three years of which should be at a supervisory level; Public sector experience will be an added advantage; Good understanding of Procurement to Pay (P2P) Processes; Good understanding of Tendering process.

Knowledge and Skills: 1.1 Knowledge and understanding of applicable legislation within the SCM environment – Preferential Procurement Framework Act, Public Finance Management Act, Municipal Finance Management Act, National Treasury Regulations, Practice Notes / Instructions, National Treasury Guidelines, Contracting Laws, Broad Based Black Economic Empowerment. 1.2 Skills: analytical, problem solving and critical thinking skills; consultation and negotiation skills; leadership and people management skills; planning, monitoring and reporting skills; presentation, communication and writing skills; project management skills; sound judgment and ability to maintain confidentiality; attention to detail; MS Office Skills (Excel, Word, PowerPoint and any ERP Portal); up-to-date knowledge of new developments and strategies in the Procurement and SCM environment; National Treasury Portals (Central Supplier Database and E‑Tender).

Only interested candidates who meet the minimum requirements should submit their detailed CV and cover letter. This position is designated for Employment Equity candidates and its current EE targets is to appoint a candidate from the population group that is White Male, preference to Persons Living with Disability.

It is the applicant's responsibility to have foreign qualifications evaluated by the South African Qualification Authority (SAQA).

The closing date for all applications is Tuesday, 09 September.