Procurement Officers

Job Description
To deliver effective and efficient procurement of goods and services (new requirements; contracted and non-contracted). To ensure compliance to procurement policies, procedures and agreements in place. To support the DBSA procurement objectives and targets through compliance to strategy and application of policies and procedures.
Key Responsibilities
Planning and Standards

Circulation and awareness building on procurement policy, procedures, process, templates, delegations and performance metrics.
Ensure business units understand and are trained in managing and/or participating in the procurement process, including quotations and tenders.
Engage Business Managers to understand the pipeline of work and support requirements from SCM.
Plan the work schedule and timelines to meet Sourcing and Business demands.
Engage Business units to understand and plan for non-contracted spend through RFQ / RFP process.
Accurate analysis on procurement transactions (spend information) for trends.
Assessment on off contract spend, spend without quotations, non-compliance to policy (deviations), single source, processing errors etc. for the purpose to inform planning, risk management, gap closure and reporting.
Support the SCM Unit on making a positive contribution towards delivering on the financial strategy and operational plan of the Division.

Value Management

Support the Financial Division and SCM Unit on delivering on the key business imperatives pertaining to cost containment, innovation, productivity and business relevance.
Work with the appropriate Business Unit Managers to understand their operational plans, sourcing requirements, budgets, service standards and targets (cost, transformation etc.).
Development and maintenance of the demand pipeline and sourcing plan for business.
Conduct relevant research and maintain business intelligence to support effective solutions, advice and decision making to business.
Lead and guide decisions on consolidation, rationalisation and relevance of services in line with changing business requirements and alignment to strategic imperatives such as cost containment.
Support business units with drafting specifications / requirements for quotes and tenders.
Support Tender unit and Business with analysis of quote and tender documentation / submissions.
Negotiate prices, terms and conditions with suppliers. Deliver savings targets to the bank.
Support the SCM Manager and Procurement Lead when required.
Providing integration and support to internal Business Units, decentralised operations and related partners/agencies pertaining to supply chain activities.
To support with training/sensitisation of staff involved with supply chain processes.
Support the SCM team and Division during peak demand periods, staff shortfalls and ad-hoc project related requirements.
Support the Bank and the SCM team in delivering innovative solutions to improve productivity, service levels and contribute to cost containment.

Execution

Procuring goods and services to meet user requirements as per agreed service levels.

Manage and administer Request for Quotation process in line with policy, delegations and SLA.
Manage and administer end to end Request for Proposal process in line with policy, delegations and SLA.
Manage and administer Order process in line with policy, delegations and SLA.
Manage and administer Order expediting and fulfilment.

Sensitisation on contract award and impact to BU (stakeholder and change management).
Liaise and support with Legal and other relevant officials for the purposes of negotiation and contracting.
Maintain accurate records and files (manual & electronic) of all the quotation/tender data.
Ensure full compliance to defined policies, procedures, regulations and standards.
Proactively addressing transactional queries, gaps in information, incorrect postings, GL, Material Groups, etc. when reviewing and releasing PR and PO's.
Proactively monitoring transactional data for the purposes of identifying and expediently resolving deviations and risks to business and policy compliance.
Prepare analysis, comparative schedules and recommendations (on RFQ / RFP) for business unit consideration and decision making.
Guide and assist business unit decision making and solutions supported by credible market research and industry practices.
Prepare quality reports and documentation for SCM consolidation and reporting.
Supporting supplier performance management by tracking level of compliance to orders placed with suppliers.
Monitoring supplier performance data with business units.
Assessment and resolution of Supplier queries.
Resolving errors on requisitions and purchase orders as required.
Investigate and address supply non-conformances - administering product defects and recalls.
Review and action open Requisitions and Purchase Orders as per the SLA.
Filing/archiving of all source documents pertaining to each transaction (these must be complete, accurate and accessible).
Monitoring price increases and communicating changes as necessary.
Contributing to items master development (catalogue and supplier).
Ensuring compliance to Procurement policies and procedures.
Implement, monitor, report and manage attainment of procurement metrics / SLA.
Support the team and Division with accessing and making available information timeously to Auditors and management in the correct format, content, completeness and accuracy.

Reporting

Report process performance against SLA (weekly).
Reporting on Procurement lead times as per SLA.

Open Requisition lead-time (weekly).
Open Order lead-time (weekly).
Open GRV's (weekly).
Supplier payment lead-times (weekly).

Report on deviations (weekly).

Retrospective transactions.
Deviations from process.
Single source.

Monthly report on RFQ's.
Monthly report on Closed tenders.
Trend analysis on procurement transactions (spend information) – report on non-contract spend, spend off contract.
To include recommendations to inform sourcing pipeline.
Timeous preparation of reports (SCM dashboard) for discussion with Business Units (Divisions) - as per the SCM Dashboard (monthly).

Key Measures/KPIs

Procurement of quality goods and services at best possible price.
Effective and efficient procurement and expediting goods and services as per service level agreement.
Performance management as per service level agreement.
Supporting the transformation strategy.
Effective compliance to all governance requirements.
Effective, accurate and complete records management for audit purposes.
No audit issues in terms of policy and process compliance.

Expertise & Technical Competencies
Minimum Requirements

Relevant Supply Chain Management qualification (minimum degree or NQF equivalent) with strong procurement/sourcing expertise.
At least 5 to 8 years' experience in procurement, specifically sourcing.
Working experience with SAP Procurement module or a similar ERP system.
Member of Chartered Institute of Purchasing and Supply (CIPS) would be an added advantage.
Strong understanding of and a strong commitment to good corporate governance, SCM regulations and laws and other regulatory requirements including the PFMA.

Skills & Ability

Detailed working knowledge of the PPPFA, supply chain regulations from National Treasury, BBBEE.
Solution and deadline orientated with the ability to manage bottlenecks effectively.
Working experience with SAP procurement module and other accounting tools.
Ability to ensure all governance and compliance requirements are met with the aim to eliminate potential inappropriate and corrupt practices.

Advantage

Member of Chartered Institute of Purchasing and Supply would be an added advantage.
Construction/Infrastructure procurement.
MS Office proficient.

TECHNICAL COMPETENCIES
Planning & Organizing

Is relied on to help others plan and organise their workload.
Uses effectively advance time management processes to deal with high workload and tight deadlines.
Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning.

Negotiation Skills

Understands and can apply basic negotiating skills and techniques, e.g. obtaining a full understanding of the other party's agenda and needs before disclosing own perspectives.
Possesses an understanding of various unspoken communications from other parties and can decipher hidden agendas.
Is able to successfully conclude negotiations which require the development of an emotional as well as factual argument.
Is able to develop mutually-beneficial potential solutions.

Written Communication

Understands that different writing styles are required for different documents or audiences.
Writes effective correspondence, prepares questions and reports, statements of circumstance and briefing notes.
Reviews others' documents for clarity and impact.
Has a solid mastery of writing principles such as grammar, sentence construction, etc.

Presentation Skills

Understands how to present objectives in a compelling manner and maintain the interest of the audience.
Knows how to deliver presentations appropriately (e.g. maintaining eye contact, the appropriate use of hand gestures, etc.) and at the correct pace.
Knows how to clarify and confirm people's feelings, concerns and needs.

Policies and Procedures

Has detailed understanding of relevant policies and procedures and interprets these according to operational circumstances to ensure compliance.
Understands the business context sufficiently to recommend improvements and modifications to existing policy.
Is able to write new procedures.

Required Personal Attributes
BEHAVIOURAL COMPETENCIES
Flexibility

The ability to adapt to and work effectively within a variety of situations, and with various individuals or groups. Flexibility entails understanding and appreciating different and opposing perspectives on an issue, adapting one's approach as the requirements of a situation change, and changing or easily accepting changes in the job requirements or DBSA as a whole.

Decisiveness

Is the confidence and ability to take timely and appropriate decisions to further business objectives. It includes investing a level of effort which is appropriate to the decision in hand and ranges from taking routine decisions promptly to making decisions which may be risky or unpopular, and requires the use of judgment.

Customer Service Orientation

Anticipating, meeting and exceeding the needs and expectations of customers. This implies working together with customers to build long-term relationships and focusing one's efforts on delivering increased customer value. A customer may be an external customer, or an internal customer/colleague within DBSA.

Attention to Detail

Reflects a concern for monitoring and checking work or information for correctness/quality.

Impact & Influence

Implies an intention to persuade, convince, influence, or impress others (individuals or groups) in order to get them to go along with or to support own agenda.

Analytical Thinking

Understanding a situation, issue, problem, etc. by breaking it into smaller pieces, or tracing the implications of a situation in a step-by-step way.


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