Assistant Director: Demand & Acquisition at Independent Police Investigative Directorate (IPID)

REQUIREMENTS :

• A relevant tertiary qualification at NQF level 7(Supply Chain Management/ Procurement Management/Acquisition Management/ Logistics Management),3 years’ experience at supervisory level in the related field.
• Knowledge and requirements: Demand and Acquisition management, contract management, Supply chain Management performance review, reporting on Supply Chain Management information, Optimum system utilization, Safeguarding of Supply chain management.

DUTIES :

• Coordinate, review, research, analyse and plan the procurement needs of the department: Research the relevant identified needs in line with the supply Chain Strategy. Analyse requirements, undertake research, determine and develop proposals for implementation. Assess the result of the research on the market, interpret and develop proposals for procurement methodology.
• Ensure compliance with quality requirements. Determine whether specifications should contain any special conditions. Coordinate, review and collate information for the annual procurement plan and demand management: Collect information from the relevant role players according to the prescribed template, check (engage) and analyse the information, Confirm the availability of budget.
• Check alignment against strategic and other objectives. Consolidate into procurement plan and table for approval by the accounting officer. Coordinate, review and source quotations from database according to the threshold values determined by the National Treasury. Coordinate, review and compile the list of prospective service providers for quotations: Compile terms of reference to invite service providers for an expression of interest. Receive, evaluate and adjudicate the expression of interest. Compile a database of approved suppliers.
• Supervise and compile tender /quotation specifications as required: Determine whether the specification for the relevant commodity exists. If not oversee the collection and collation of information and the compilation of specifications/ terms of reference. Compile and publish requests for proposals as required. Coordinate (Synergise), review and execute the bidding process: Provide secretariat services to the bid specification committee, Bid evaluation Committee and Bid Adjudication committee (includes obtaining approval). Compile Bid documents.
• Publish tender invitations. Receiving and opening of bid documents. Supervise the reporting and safeguarding of SCM information: Collecting and processing information, Compile and submit reports in the prescribed format, Safeguarding of SCM information. Coordinate, review and execute the contract management process: Oversee the drafting, negotiation, and execution of contracts. Ensure all contracts are submitted to Legal services within the prescribed timeframes. Maintain a contract register and ensure proper record keeping.
• Monitor contract performance and ensure compliance with terms and conditions. Facilitate contract amendments, extensions and terminations where necessary. Identify potential risks and recommend mitigation strategies. Handle contract disputes and liaise with legal advisors when necessary. Ensure corrective actions are taken for non-compliance and poor performance. Liaise with internal and external stakeholders, including legal teams, suppliers and regulatory bodies. Conduct contract management training for relevant staff. Provide advice to client offices and management on contract related issues. Track and report on contract performance. Ensure regular contract reviews and audits.
• Prepare reports on contract management. Supervise employees to ensure effective acquisition management service and undertake all administrative functions required with regard to financial and HR administration. This would, inter alia, entail the following: General supervision of employees. Allocate duties and perform quality control on the work delivered by supervisees.
• Advice and lead supervisees with regard to all aspects of work. Manage performance, conduct discipline of supervisees. Ensure that all supervisees are trained and developed to be able to deliver work of the required standard efficiently and effectively. Develop, implement and monitor work systems and processes to ensure efficient and effective functioning. Supervise employees to ensure effective demand management service and undertake all administrative functions required with regard to financial and HR administration.
• This would, inter alia, entail the following: General supervision of employees. Allocate duties and perform quality control on the work delivered by supervisees. Allocate duties and perform quality control on the work delivered by supervisees. Advice and lead supervisees with regard to all aspects of work. Manage performance, conduct discipline of supervisees. Ensure that all supervisees are trained and developed to be able to deliver work of the required standard efficiently and effectively.