Commodity Specialist (Travel) at Council for Scientific and Industrial Research (CSIR)

About the job:

The CSIR has a vacancy for a Commodity Specialist (Travel) in the Strategic Procurement Services portfolio. The successful incumbent will ensure efficient travel related procurement activities for the organisation, including assistance with the management of travel related contracts in compliance with relevant travel legislation, procurement policy and procedures. This position is based in Pretoria.

Key responsibilities:

Operational travel management

• Ensure optimum travel service delivery to CSIR clusters and/or portfolios
• Manage traveller expectations, including the effective and timely response to all travel requests, including management of all travel complaints through to successful resolutions
• After-hour call management and reporting
• Negotiation and management of management fee
• Manage procurement transactional services relating to travel commodity ensuring reduction in purchase order cycle times and tracking supplier performance against targets
• Ensure that all traveller’s portfolios are completed and maintained by Travel Management Company (TMC)
• Assess and implement automation of processes to improve service delivery
• Manage procurement activities for travel commodity throughout the purchasing and supply chain and ensure that purchasing activities are provided in a fair, equitable, transparent, cost effective, efficient and effective manner
• Ensure maximisation of rebates and / or discounts from agreements
• Create travel purchase orders, via e-procure to pay, including for management fee and after hour calls 
• Assist finance with open voucher report and outstanding travel related invoices and queries.

Governance, compliance and reporting

• Assist management with the drafting and compiling of travel procedures and processes
• Ensure Procurement unit’s compliance with CSIR policies, procedures with specific focussing on the Travel and related policies
• Manage the Travel Manavement Comoany service level agreement and report back on customer satisfaction.
• Collect and analyse spend data for all travel related transactions for informed SPU decision making with respect to travel
• Issuing of all amended purchase orders after checking that amendment was approved according to the appropriate process.
• Obtaining approval for all travel changes requested during and after office hours
• Manage all travel deviations and ensuring compliance to all relevant legislation.
• Accurate and timeous reporting of relevant management information to SPU Management including Quarterly and Annual Review presentations

Stakeholder engagement

• Liaising with internal customers and external suppliers in a professional and efficient manner and ensuring communication between all travel agents and all CSIR clusters and/or portfolios
• Arrange review meetings and keep minutes of all meetings with travel service providers
• Build and maintain professional and ethical relationships with internal clients and CSIR suppliers
• Training and awareness raising of travel policies and procedures for colleagues and/or employees

Strategic travel management support

• Support  with the management of travel contracts for identified travel agencies, airlines, car rentals, accommodation and other travel related suppliers.
• Responsible for the account management of all travel contracts Assist with the negotiation and drafting of contracts, including service fees and rates
• Assist with the review and management of existing and new supplier relationships
• Identify opportunities for cost savings in the organisation relating to travel transactions / contracts
• Keep abreast of business systems and new developments
• Particpate and collborate with SPU, the Travel Manaement Compay and travelers in developing, implementing and managing the CSIR’s Travel Framework

Qualifications, skills and experience:

• Bachelors degree in Supply Chain Management or equivalent qualification (NQF Level 7)
• Five (5) years’ experience in a purchasing environment with knowledge of the Travel Industry, preferably within an organisation where the PFMA was applicable
• MS Office Suite
• Exposure to procurement systems (i.e., SAP, PeopleSoft, e-Procure, etc.) will be advantageous.
• Project Administration
• Knowledge of travel agency operations and supplier management
• Sourcing, buying, and negotiations skills
• Communication skills
• Basic contract management skills
• E-procurement knowledge
• High degree of accuracy and attention to detail needed
• High degree of problem solving ability
• Planning and organisational skills
• Ability to meet demanding deadlines
• Excellent verbal and written communication skills
• Strong customer service focus
• Interpersonal skills
• Thorough understanding of the business processes needed
• Computer reservation system knowledge
• Strong presentation skills
• Analytical abilities
• Understanding of corporate procurement

Closing date: 17 July 2023