JOB TITLE: Supply Chain Officer.
DEPARTMENT: Finance.
LOCATION: Cape Town.
Salary per annum: C1 - R200 635.00 per annum (basic salary).
Closing date: Wednesday, 28 June 2023 at 5PM.
PRIMARY PURPOSE OF THE JOB:
Assist the Supply Chain Manager with the implementation of policies and administrative support.
KEY PERFORMANCE AREAS:
KPA 1: Quotation Management.
KPA 2: Committee Meeting Coordination.
KPA 3: Manage Tender Process.
KPA 4: Compliance.
KPA 5: Demand Management.
KPA 6: Acquisition Management.
KPA 7: Contract Management.
KPA 8: Reporting.
KEY PERFORMANCE AREAS:
Quotation Management:
- Source the quotation from the database upon request from the custodian.
- Inform and send the quotation to the custodian for confirmation of budget.
- Once the custodian has confirmed the budget, check the process for compliance and attach the check list before submitting to the Supply Chain Manager for final approval.
- For quotations exceeding R30 000, check suppliers from the database who can provide the service and send terms of reference to the [URL Removed] database advertised and updated on a quarterly basis.
Committee Meeting Coordination. - Communicate with custodian, arrange for committee meetings.
- Facilitate committee meeting.
- Responsible for taking minutes on the evaluation committee.
- Facilitate adjudication committee meeting for final approval. Take minutes, ensure that minutes are approved. Bid committees appointed as per tender project plan
Manage Tender Process:
- Draw up the procurement plan for services and goods of more than R 1000,000
- Coordinate with the specifications committee to get the chairperson of the specifications committee's signature for approval.
- Once committee has approved terms of reference, advertise it in compliance with the PMFA in two national newspapers and tender bulletin.
- Close tender on the closing date.
- Check all the proposals received if they are compliant with the National Treasury and Terms of Reference.
- Write a supply chain memo explaining the whole process. Get signature from CFO and Supply chain manager. Communicate with the custodian.
- Get CEO's signature for appointment letters.
- Draft regret letters and get signature of Supply chain manager. Tender process 100% accurate and compliant with applicable legislation.
Compliance:
- Assist custodian in developing SLA's for procurement where applicable.
- Draft SLA's and send to legal team for vetting.
- Ensure that the final SLA is signed by CEO and the Supplier and a witness.
- Send order number to the relevant supply chain officer, custodian and the supplier.
- Once job is completed, send receipt to the relevant supply chain officer for invoice.
- Check if invoice is compliant with the process.
- Develop and implement effective ordering and receipting systems.
- Communicate with custodian to write a payment requisition form.
- Ensure that payment is compliant with standard procedure.
- Coordinate with custodian and finance for signatures and payment. Suppliers paid within 30 days.
- Commitments accurately updated and reported monthly.
- Custodians notified timeously of contract expiry.
- Contracts are correct and up to date.
- Contracts and tender register updated and reported on a monthly basis.
Demand Management:
- Conduct needs assessment by collecting and analysing relevant data and categorising commodities.
- Conduct a market and industry analysis.
- Compile Procurement plans and submit to SCM.
- Ensure procurement plans are aligned with budget and APP.
- Manage and execute procurement plans for the various Units.
- Strategic sourcing and onboarding of suppliers.
- Procurement plans submitted to SCM by 7th March.
- Procurement plans initiated and executed according to required timeframes.
- Onboarding of suppliers as per date on project plan
Acquisition Management:
- Oversee, coordinate and advise the processes of drafting specification/terms of reference and special conditions of contract as well the implementation of the PPPFA and relevant supply chain regulations.
- Source quotations from prospective service providers.
- Vetting of suppliers and ensure validity of quotations.
- Abide by required acquisition processes and procedures as per relevant threshold.
- Set up bid committees and execute the bid and quotation process for the acquisition of goods and services.
- 100% compliance with PPPFA and relevant supply chain regulations.
- Deliver as per agreed timeframes on project plan and service level agreement.
Contract Management:
- Implement effective management of tender and contracts registers.
- An accurate, updated and complete tender and contracts register.
- Suppliers evaluated before receipting of invoices.
Reporting:
- Capture and prepare registers and attach supporting documentation.
- Submit registers to Senior SCM & Compliance Officer for review.
- Provide monthly and quarterly reports on SCM performance.
- Supply chain reports compiled, updated and submitted to Senior SCM & Compliance Officer on a monthly basis.
JOB REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:
National Diploma in supply chain management or finance or equivalent.
Minimum of 3 years work experience in Supply Chain Management or Finance.
Three year articles will be an added advantage.
LANGUAGE SKILLS:
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information to top management, public groups, and/or boards of directors.
NUMERICALSKILLS:
Ability to interpret complex numerical information and perform high level calculations which involve discounts, interest, commissions, proportions, percentages and volume by using figures and financial information.
REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
LICENSES:
A valid Code EB (08) driver's license.
Computer Skill:
Computer literacy with regard to the use of Excel, Word and Power Point.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is:
- Occasionally required to stand.
- Regularly required to sit.
- Often to talk and hear.
Specific vision abilities required by this job include close vision.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
