SCM Moveable Assets Clerk at South African Heritage Resources Agency (Sahra)

About the position

JOB TITLE: Assets Clerk.
DEPARTMENT: Finance.
LOCATION: Cape Town.
APPROVED GRADE: B3.
SALARY: R144 809 .00 per annum (basic salary).
CLOSING DATE: Thursday, 06 July 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: Asset Administration
KPA 2: Quotation Management.
KPA 3: Demand Management.
KPA 4: Acquisition and disposal Management
KPA 5: Contract Management
KPA 6: Reporting.

Key Performance Area (KPA):
Asset Administration:

• Assist with the compilation of the asset register,
• Conduct quarterly asset verifications and update the asset register,
• Assist with the management of disposal and transfer of assets ensuring adequate documentation is maintained.
• Perform Monthly reconciliations of the asset register and the ledger.
• Participate in the establishment and maintenance of a moveable and immovable asset management policy.
• Responsible for the maintenance of the fixed asset register and update there of including location and assigned custodian.
• Maintain and update individual asset forms with custodians.
• Manage the asset movement in the entity.
• An accurate, updated and complete asset register. Quarterly verification reports of physical asset counts.
• Completed and approved asset movement forms
• Monthly asset reconciliations between the asset register and the general ledger.

Quotation Management:

• Source the quotation from the database upon request from the custodian. Supplier database advertised and updated on a quarterly basis.
• 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 custodian.

Demand Management:

• Conduct needs assessment by collecting and analyzing relevant data and categorizing 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 and disposal 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.
• Evaluate the performance of service providers.
• 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 SCM Manager for review.
• Provide monthly and quarterly reports on SCM performance.
• Supply chain reports compiled, updated, and submitted to SCM Manager 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 related.
A minimum of 3 years work experience in Supply Chain Management or movable and immovable asset 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.

Desired Skills:

• Asset Administration
• Quotation Management
• Demand Management
• Acquisition and disposal Management
• Contract Management
• Reporting

Desired Qualification Level:

• Diploma