Wits Reproductive Health and HIV Institute (Wits RHI)The Wits Reproductive Health and HIV Institute (Wits RHI) is a renowned African-led research institute that seeks solutions to Africa's health challenges. It is located within the University of the Witwatersrand and addresses some of the greatest public health concerns affecting our region, including HIV and its related problems, sexual and reproductive health, and vaccinology.DescriptionMain purpose of the job:To facilitate the purchasing and receiving of goods bought for Wits RHI projects through the operations department and to develop and maintain effective working relationships with suppliers.Key performance areas:Source suppliers according to the organization's criteria and standards.Obtain relevant information and documentation from suppliers.Develop and maintain a preferred suppliers list.Negotiate discounts on volume-based orders and payment terms.Advise suppliers of Wits RHI payment terms and conditions.Maintain a sound working relationship with suppliers.Negotiate contracts and agreements with agencies, providers, and suppliers in conjunction with Wits RHI contracts department.Monitor agencies and provider deliveries and performance.Be informed and comply with Wits RHI, donor, and provider's requirements.Manage the procurement processes including procurement, follow-up on payments, petty cash, stock control, meetings and events, special projects, and audits.Oversee purchases of small value items through petty cash.Receive purchase order requisitions, including email requisitions to purchase consumables and/or equipment/assets.Obtain quotations from suppliers according to relevant policies and procedures.Check quotations against individual project budgets prior to orders being placed.Request duly authorized purchase orders, supporting documentation, and approved invoices.Follow-up on outstanding purchase orders.Place orders timeously and at the best possible price with preferred suppliers.Create Payment requisition vouchers (PMVs) and obtain approved signatures prior to submission to the finance department.Follow up with the finance department to ensure payment.Follow-up with suppliers on delivery of goods.Take delivery of goods and ensure correct per order and in good condition.Check that all documents are accurate and correct (e.g., purchase orders, quotations, invoices, PMVs, and delivery notes).Provide feedback to stakeholders on consumables ordered/received and ensure relevant documentation is completed.Copy and file relevant documentation and correspondence.Provide inputs into the protocol and other budgets in collaboration with the CRS leader and Finance Department.Direct and coordinate budget and financial activities within the department and scope of operations.Regularly review budgets and financials ensuring cash flow for business objectives within the scope of the operation.Reconcile invoices and participant reimbursement.Reconcile credit card expenditures monthly.Implement an effective Asset Management System and manage Wits RHI assets (i.e., building, vehicles, and equipment) for optimal utilization.Liaise effectively with the Finance Team and Management regarding all financial matters.Participate in and/or facilitate meetings when required to ensure financial stakeholder relations are maintained.Oversee facilities and equipment, including liaising with service providers for calibrations & repairs.Liaise with the IT department.Ensure occupational health and safety are effectively implemented, maintained, and managed within the Site.Arrange access for external delegates when required.Relieve at reception as and when required.Coordinate and improve administrative processes where possible.Take ownership and accountability for tasks & activities and demonstrate effective self-management.Follow through to ensure that quality and productivity standards of own work are consistently maintained.Inform relevant parties including the direct line manager in the event of tasks or deadlines not being met and provide appropriate means of resolution.Support and drive the business's core values.Respond openly to feedback.Take ownership of own career development.Manage colleagues' and client's expectations and communicate appropriately.Willing to help others and go the extra mile to meet team targets and objectives.Manage own disruptive emotions (handle stress in ways that do not negatively impact the team).Maintain a positive and constructive partnership with site staff through constructive feedback, provision of assistance, and active problem-solving.Required minimum education and training:Diploma in Supply Chain ManagementRequired minimum work experience:Minimum of 3 years of working experienceDesirable additional education, work experience, and personal abilities:Experience working in a donor-funded organisation/NGO or project-based environment.Intermediate Microsoft Outlook capabilities.Professionalism, strong conflict management abilities.Time management/ability to prioritize.High level of communication skills.Strong organisation skills and planning.Project management.High sense of responsibility.Sound decision-making ability.Understanding of basic accounting and financial acumen.Ability to be assertive but diplomatic.TO APPLY:Only if you meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.Please apply online.Applicants who do not adhere to the above criteria will not be considered for the position.The closing date for all applications: 12 April 2024.Please note:AJ PERSONNEL is only responsible for the advertising of the advertisement on behalf of their client Wits Health Consortium.Wits Health Consortium will only respond to shortlisted candidates.Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.AJ Personnel does not have any salary or other information regarding the position.We offer:Medical Aid Contribution, Provident Fund Contribution
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