Supply Chain Officer

4 weeks ago

Johannesburg, Gauteng, Saudi Arabia Brand South Africa Full time

Job purpose:

To provide administrative and tactical/technical support to the Supply Chain Manager and the department in the implementation and execution of supply chain processes and internal control policies and systems.

Minimum Requirements:

  • Degree in Supply Chain Management/Procurement/Logistics or Equivalent.
  • Minimum of 5 years of Supply Chain Management experience in the public sector.
  • Public sector procurement experience is essential.

Key Performance Areas:

Development of the procurement plan and Demand Planning

  • Draft the Annual Procurement Plan for Supply Chain Manager for review in consultation with HOD's and in line with approved Annual Performance Plan.
  • Support the implementation of the procurement and annual performance plan.
  • Consolidate and submit quarterly and annual procurement plan.
  • Development of a demand plan for RFQ's and RFP's below R

Acquisition Management RFQ Process

  • Request quotations/proposal up to R within prescribed thresholds.
  • Prepare quotation/proposals evaluations and apply PPPFA principles for approval.
  • Place the approved order with the preferred supplier.
  • Ensure that the recommended service provider is compliant before award.
  • Maintain a complete and accurate document management – RFQs.
  • Expedite and follow up suppliers to schedule deliveries, resolve material, value discrepancy, outstanding and overdue delivery of orders, warranty claims and damage, and return of materials.

SCM Reporting

  • Prepare monthly/quarterly SCM Reports Acquisition Report expenditure, BBBEE Procurement Spend, etc.
  • Deviation register.
  • Contract Register updating and reporting.
  • Procurement plan quarterly report to National Treasury.

Supplier Data Administration

  • Address any supplier database errors with the Procurement Administrator.
  • Review newly added service providers on the Brand SA supplier database AX system and ensure that they comply on Central Supplier Database and notify them to update their information on CSD.

Provide general supply chain administration support

  • Assist in tender administration processes by; opening tenders, ensure compliance with tendering processes.
  • Follow up with internal users on planned procurement and outstanding requisitions.
  • Develop and maintain constructive and cooperative working relationships with others.
  • Ensure that SCM policy and standard operating procedures are followed.
  • Workshop new staff members about SCM processes and procedures.
  • File a complete and accurate document ready for auditing purpose.

Tender Management Process

Bid Specification and Calls for Proposal

  • Provide administrative support and advice at Bid Specification meetings to ensure that SCM policies are complied with for tenders.
  • Provide administrative support and advice in the development of Calls for Proposals and ensure compliance with SCM Policy.
  • Take minutes.

Tender Documentation Preparation and Advertising

  • Establish industry based tender compliance requirements through reviewing scope of the terms of reference and integrating the compliance requirements into the tender documentation as required.
  • Distribute the draft tender advert template to facilitate the line manager drafting a tender advert.
  • Place advert in the Tender Bulletin, eTender Publication Portal and Brand South Africa Website for the required time period.

Tender/Proposal Receipt

  • Receive tenders/proposals either through email or hard copy submitted tenders, implement the required tender receipt management process.
  • Review submitted tenders/ proposals for SCM compliance through checking submissions against the requirements defined in the Terms of Reference or Calls for Proposal.
  • Prepare a report highlighting the compliant and non-compliant submissions with explanations to the Bid Evaluation Committee.

Bid Evaluation Committee

  • Schedule and convene a Bid Evaluation Committee through identifying key participants and distributing relevant materials.
  • Minute the Bid Evaluation Committee meeting through capturing the key aspects of the evaluation discussion.
  • Provide advice on compliance and SCM related matters as required at the Bid Evaluation Committee meeting.
  • Apply the BEE and Pricing formulae PPPFA to the tenders that meet the Bid Evaluation assessment criteria and identify the highest rated tenders.
  • Prepare the packs for the Bid Adjudication Committee.

Bid Adjudication Committee

  • Assist in the arrangement of the BAC once the packs are ready.
  • Manage the approval, signature and storage of BAC minutes and reports.
  • Document management ensure that filing is completed accordingly.

Communication of the Bidding Process

  • Manage the communication of the outcome of the BAC or Proposal Review process with the successful and unsuccessful bidders in line with the established policy.
  • Upload list of responded bidders and outcome of the tender process in the National Treasury eTender Publication Portal and Brand South Africa Website.
  • Refer any queries from bidders related to tender/proposal outcomes to SCM Manager.

Contract Administration

  • Conduct SCM compliance checking of contracts that have been awarded and contracts on the contracts register to ensure compliance with the SCM policy.
  • Maintain the contract register for tenders through updating register with all contract changes monthly.
  • Notify the user departments on the expiration of contracts 6 months prior to contract expiry and prepare termination letters.

Staff Management and Development

  • Review the work and tasks assigned to direct reports.
  • Delegate work assignments RFQ's/RFP's and tasks to appropriate individuals, providing sufficient direction so desired business outcomes can be achieved.
  • Build and manage relationships with subordinates.
  • Staff development, motivation and training.
  • Provide direct reports with leadership, direction and coaching to achieve work objectives and improve performance and skills.
  • Performance Management – ensure that team members achieve their Performance Objectives as per individual agreements.
  • In exceptional cases, the incumbent may be required to tender support beyond the duties and responsibilities covered by scope of this job profile. Such a request shall be reasonable and would be deemed necessary by management in the pursuance of the needs of the organisation at that time. ad-hoc duties.

Required Technical Skills, Competencies and Attributes

  • Execution and implementation of the Supply Chain Management SCM in the Public Sector Procurement.
  • National Treasury regulations PFMA, PPPFA and B-BBEE.
  • Presentation and facilitation of SCM training, workshops and briefing sessions.
  • Reviewing and development of SCM Policies and Standard Operating Procedures SOP's.
  • Preparation and writing of reports.
  • Minutes taking for Bid Committee meetings.
  • Tender/Bid administration/management Bid Specification, Bid Evaluation and Bid Adjudication.
  • MS Office Word, Advanced Excel, PowerPoint, Teams, Outlook.
  • Professionalism
  • Attention to detail
  • Honesty and Integrity
  • Organised
  • Diversity awareness
  • Teamwork
  • Independence
  • Adaptability/flexibility
  • Integrity and self-control
  • Maintain the strictest level of confidentiality in executing tasks
  • Team player
  • Persistence

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