Procurement Specialist

Signa Opportunity; Johannesburg; On-site; ZAR 300,000 - 420,000; Full time

Job summary

Signa Opportunity is seeking a Procurement Officer to oversee tender processes, ensuring compliance with policies. The ideal candidate will have experience in procurement within the retirement fund industry, possess a finance qualification, and demonstrate strong attention to detail. The role includes managing supplier relationships, facilitating procurement activities, and preparing various documentation for the procurement committee. This position is tailored for South African youth aged 18-34.

Qualifications

• South African unemployed youth aged 18-34 invited to apply.
• Experience in procurement and finance is essential, preferably with retirement fund knowledge.
• Ability to work under pressure and within a team.

Responsibilities

• Facilitate and adjudicate tender processes, ensuring compliance to policies.
• Manage the supplier database and monitor supplier performance.
• Prepare and update risk reports and contract management checklists.

Skills

Attention to detail

Client Focus

Decision Making

Initiating Action

Education

Matric

Finance qualification, preferably a degree

Procurement qualification

Tools

Ms Excel

Job description

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.

Compile the adjudication pack for the procurement committee. This consists of preparing the following documents :

• Summary documents (summarising the evaluation criteria for each bidder)
• Scoring matrix
• Special requirements
• Mandatory report
• 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.

Required Skills, Qualifications and Relevant Experience

• 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

Required Attitude

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

Required Competences

• Client Focus

Effectively meeting member needs; building

inspiring relationships; and taking responsibility for member experience

• 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.

• 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.

• Initiating Action

Taking prompt action to accomplish objectives; pushing beyond the boundaries and being proactive.

• 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.

• Technical Knowledge

Having achieved a Full performance level of technical knowledge, related to a specific role.

Continually striving for the achievement of realistic goals in the face of obstacles, setbacks and failure.

Please consider your application unsuccessful when you have not heard from the Signa Opportunity team within two weeks of submitting your application.

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