Senior Manager: Acquisitions

Border Management Authority; Gauteng; On-site; ZAR 500,000 - 700,000; Full time

Job summary

Border Management Authority seeks a Functional Manager in Acquisitions Management to lead budget inputs, procurement planning, vendor onboarding and contract administration within the Gauteng region. You will coordinate tendering, bid committees and stakeholder relations while ensuring PFMA and BBBEE compliance.

The role demands strong process improvement and leadership. You will drive efficiencies, manage teams, and report on procurement performance, aligning with national objectives and

Responsibilities

• Provide input into the budget and tactical work plans for the Acquisitions Management business unit.
• Identify gaps in processes with all business areas to increase speed, quality and efficiency in BMA projects.
• Assist in planning, design, implementation and communication of the Acquisitions Framework for procurement.
• Source products, services and resources for various business units and regional needs.
• Prepare procurement documentation in line with policies and protocols.
• Select suppliers and contractors with a focus on sustainability and Total Cost of Ownership.
• Manage vendor onboarding and verify vendor documents for upload to the system.
• Convert requisitions to purchase orders and expedite requisitions when required.
• Submit and expedite contract requests with Tender and Contracts management to start services promptly.
• Oversee delivery of goods/services per RFQ and Service Contract and follow up with suppliers.
• Resolve internal queries on order status and respond to client and supplier inquiries.
• Coordinate and verify procurement invoices for accuracy against the Acquisition budget.
• Prepare internal procurement reports as required.
• Conclude tenders, applying escalation and approval per Delegations of Authority.
• Coordinate Bid Specification, Evaluation and Adjudication activities per PFMA protocols.
• Draft bid documents with business units based on accurate needs and PFMA guidelines.
• Coordinate tender submissions and manage tender documents per PFMA protocols.
• Respond to internal client and service provider inquiries on tender processes and deliveries.

Job description

The main responsibilities are as follows:

Functional Management

• Provide input into the budget and tactical work plans for the Acquisitions Management business unit.
• Work with all the Business areas, to identify gaps in processes, analyse and improve where necessary to increase speed, quality and gain efficiencies in the implementation of BMA projects.
• Assist in the planning, designing, implementation and communication of the overall Acquisitions Framework for procurement, in consultation with all business unit management and executives.
• Source products, services and resources according to the various business units and regional office needs and scope of services.
• Prepare procurement documentation to source goods and services as per prescribed policies and protocols.
• Select appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability, ethical purchasing standards, and Total Cost of Ownership.
• Manage the vendor on-boarding process and ensure that all vendor documents are submitted and verified for upload to the system.
• Convert requisitions to purchase orders where required as per Standard Operating Procedures and expedite requisitions into purchase when required.
• Effectively submit and expedite contract requests with the Tender and Contracts management unit to ensure prompt commencement and delivery of services.
• Oversee the delivery of goods and/or services as per the RFQ and Service Contract. Liaise with suppliers and follow up on orders placed with service providers and/or suppliers to ensure that goods are delivered timeously.
• Attend to and resolve internal queries’ relating to order status and respond to internal client and supplier inquires related to all purchase orders and deliveries.
• Coordinate and verify all procurement invoices for accuracy and in line with the Acquisition budget and quotations for approval and submission to the Finance business unit.
• Prepare internal reports with relevant procurement data as required.
• Conclude all required tenders timeously and effectively and apply escalation and approval in line with the Delegations of Authority.
• Coordinate all Bid Specification, Evaluation and Adjudication committee activities in line with Public Finance Management Act protocols and advise all members of their roles and responsibilities.
• Liaise with all business units to draft bid documents based on accurate business needs and in line Public Finance Management Act protocols.
• Coordinate the submission of tenders from various services provides and manage tender documents in line with Public Finance Management Act protocols.
• Attend to and resolve internal queries’ relating to the tender process status and respond to internal client and service provider inquires related to all bid documents, bid scope and deliveries.

Stakeholder Management and Relations

• Ensure the development and effective stakeholder relations management with both local and international communities in support of national objectives and regional priorities.
• Build and maintain relationships with all BMA business units for the purposes of expectations management and knowledge sharing.
• Facilitate stakeholder relationships within the border control environment.
• Represent and participate in the BMA’s committees and tasks teams.
• Attend industry related forums, conferences and workshops to gain industry insight for the purpose of business improvement.

Financial Management

• Provide input in the planning and compilation of the business unit’s annual budget aligned to the operational plans to support the implementation of set objectives.
• Ensure the effective implementation, management, monitoring of the business unit’s budget, and mitigate and report on any variances.
• Monitoring financial control, budget management and the procurement process to ensure compliance with the legislation e.g. (PFMA, PPFA, and BBBEE).
• Ensure the deployment of proper financial controls to manage the business unit budget.
• Report on and communicate any costs improvements and shortfalls.

People Management

• Build and lead an effective and cohesive team through the effective management of divisional resources.
• Drive the implementation of talent acquisition, succession planning, development, and retention strategies for the division.
• Ensure the enhancement of relevant knowledge and skills through continuous coaching, mentoring and nurturing of talent in the business unit.
• Create a high-performance culture and manage team performance effectively by translating and communicating the annual performance goals and measures into individual work plans based on agreed upon objectives.
• Ensure the working environment contributes to improving employee engagement, recognition and increased productivity.
• Ensure the management of poor performance and disciplinary matters in line with the BMA’s policies and procedures.