Procurement Officer at NRF National Research Foundation

About the position

Postion Summary:
The National Research Foundation (NRF) seeks to make an appointment for the position of a Procurement Officer who will report to the Procurement Coordinator: SAASTA, within Research, Innovation and Impact Support and Advancement (RIISA) at the business unit SAASTA.

Key Responsibilities:

• Identify, source and review price quotations submitted by suppliers based on specifications and discuss the outcome with the end user prior to placing an order
• Check and verify compliance against purchase requisitions received from the Nodes
• Generate purchase orders on the ERP system in line with SOPs (standard operating procedures)
• For purchases between the applicable threshold for example R2000
• 00 and R1 000 000
• 00, evaluate quotations in terms of 80:20 preference principle as per procurement policies
• Monitor the thresholds and procurement category requirements
• Conduct monthly monitoring of open PO’s, including cancellations where the services or goods are no longer required
• Ensure acquisition of goods and services is done in an economical and efficient manner, in line with policies and procedures
• Liaise with suppliers or service provider about the procurement process requirements
• Liaise and perform ad-hoc duties as required by Corporate SCM in procurement matters
• Execute the RFQ/P process for purchasing of goods and services in line with SOPs
• Ensure delivery of goods and services in accordance with agreed terms
• Create purchase agreements to monitor payment tranches to service providers and balance of the contract
• Ensure completion of services rendered prior to payment
• Submit supplier invoices to finance for payment processing in line with SOPs
• Responsible for the successful implementation of all tender processes according to SOPs
• Support and assist line managers with the tender process from market research, specifications and selection criteria through to drawing up of contracts
• Report on status of contracts prior to expiration dates and facilitate processes to appoint service providers to perform relevant services
• Ensure that all contracts are completed and signed according to policies and procedures
• Obtain the approvals for deviations/variations from the relevant delegated authority
• Update staff of changes on procurement policies and regulations
• Coordinate the implementation of procurement and supply chain procedures and policies across the division
• Ensure orders are accurately drawn with the correct specification, quantity, qualities and delivery requirements
• Review all request and purchase orders for completeness and conformance to user requirements
• Collect and interpret procurement data including cost analysis reporting, benchmarking expenditure, and return on investment
• Assist in the compilation of the procurement plan, ensuring that the approved plan is submitted to NRF Cooperate and that additions and updates are added on quarterly basis
• Perform efficient document management and proper filing of Procurement documents
• Coordinate the end-to-end tender process, ensuring that all bid advertisements are published on the e-portal, Divisional and NRF websites
• Capture/register all tenders on the ERP system as per the procurement plan data on the system and update the file accordingly
• Render secretariat functions to Bid Evaluation and Specifications Committees
• Draft and present recommendations of the Bid Evaluation Committee to the procurement coordinator
• Ensure that Terms of Reference or specifications for Bid Committees are documented and agreed
• Evaluate received bids for compliance as per specifications and internal SCM policies and related Treasury regulations
• Facilitate the awarding and contracting of successful bidders
• Create purchase agreements for long term contracts and create purchase requisitions for once off services
• Coordinate purchase requisitions, ensuring purchase orders are issued on time and the goods and services are delivered
• Compile required files or data sets for audit purposes
• Communicate audit requirements to Management and the nodes, andcreate “audit awareness” among all employees of the division
• Ensure effective facilitation of responses to all audit queries
• Put in place effective internal controls to eliminate audit findings
• Keep record of deviations as per SOPs
• Train staff on procurement procedures where required

Minimum Qualification:

• Bachelors Degree / Advanced Diploma / NQF 7

Minimum Experience:

• 3-6 years

• Degree in Supply Chain Management or Public Procurement related at NQF 7
• Minimum of 3 years in a procurement environment fulfilling procurement roles including SCM compliance, procurement and supplier accreditation

Experience:

• Experience in advising and assisting requesting areas in purchasing procedures,Contract management and purchasing coordination,Procurement Reporting (including contract reporting and purchasing coordination)
• Working experience of computer systems (MS Office) and skills or demonstrable aptitude in ERP systems
• Experience or demonstrable aptitude in the development of innovative approaches

Knowledge:

• Working knowledge of Procurement best practices, including those contained in legislationProven ability to providing procurement advice and fast turnaround times for complex procurement that meets customer and organisational needsKnowledge of managing risk in order to improve organisational outcomes within procurement

Additional Notes:
Professionalism, integrity, reliability independent, forward thinking and proactive champion of best practices procurement and next level transformationStrong time management skills to deliver results to tight deadlines and conflicting priorities Professionalism, integrity, reliability independent, forward thinking and proactive champion of best practices procurement and next level [URL Removed] time management skills to deliver results to tight deadlines and conflicting [URL Removed] [URL Removed] a service orientation.A high level of integrity, professionalism and [URL Removed] to [URL Removed] leader and playerThe NRF website provides more details on the initiatives and activities Applicants should submit a comprehensive CV by registering and apply online through the NRF Recruitment and Selection Portal. Applications should be accompanied by a letter of motivation indicating the applicant·s suitability for the position. The names and contact details of at least three referees should be provided.

Desired Skills:

• Skilled in applied field of position
• Knowledge to be relevant
• Responsible in performing duties

About The Employer:

The National Research Foundation (NRF) is a government mandated research and development agency established through the National Research Foundation Act (Act No. 23 of 1998). The agency supports and promotes research and human capital development through funding, the provision of National Research Facilities, supporting and promoting public awareness of science to the broader community, in all fields of science and technology, including natural science, engineering, social science and humanities. The South African Agency for Science and Technology Advancement (SAASTA) is a business unit of the National Research Foundation (NRF) with the mandate to advance public awareness, appreciation and engagement of science, engineering, innovation and technology in South Africa and has been appointed by the Department of Science and Innovation to be the national coordinator for Science Engagement in South Africa.