Contracts Controller - Hammarsdale at RCL Foods

Job Description    

RCL FOODS is currently searching for a Contracts Controller to join our Chicken Division in Hammarsdale. The position will report to the Group Procurement Manager and the purpose of this role is to perform duties in respect of management and administration of contracts in accordance with corporate policies and procedures and specific contract requirements. It will also provide a support services to facilitate the governance and administrative tasks to assist the Group Sourcing team to achieve commercial outcomes, meet legislative and administrative requirements and drive the continuous improvement philosophy.

Minimum Requirements    

• Relevant Degree in Finance or administration (e.g. BCOM Honours in Accounting)
• Solid understanding of Procurement methodologies, principles and systems
• SAP “procure to pay” advantageous 
• Competent in MS Office and applicable mainframe system
• Computer Literacy
• Excellent verbal and written communication skills
• 4-5 years within procurement or broader finance discipline or audit discipline 

Duties & Responsibilities    
Contract Administration Team Management

• Direct activities, administer and supervise contract monitoring, administration, and compliance to company regulations across all spend categories of the business
• Drive, track and monitor approval of contracts and ensure it is within the Company approved Levels of Authority
• Ensures that the Contracts Administration team achieves and delivers on contracts administration OTIF as well as expedite any non-conformance.
• Monitor and improve the contract maintenance process across all sourcing spend clusters
• Monthly reporting on agreements of both contracts and pricelists for material and service items including spend coverage, maverick spend, price variances and price changes as per business unit requirements
• Ensures that the contract admin team identifies maverick spend and po price changes and report to management monthly
• Provide support in resolving price queries linked to contracts arising between the business unit and the supplier
• Monitor and upload of contract into agreed SAP system and maintain SAP contract database as well as any other contract management system. Need to ensure there are no duplicate materials, zero rated pricing, eliminate value contracts, invalid contract reporting in SAP
• Preparation of master contract documents and renewal documents for the sourcing team in each their categories
• Ensure the team updates and maintains the Group Sourcing register and Intranet portal
• Ensure that reporting on expired contracts and approaching 30, 60 and 90 to expiry are communicated to the sourcing teams monthly
• Group integration activities ensuring that the sourcing and buying teams understand the contract admin process
• Provide direction to contract administrators, sourcing specialists and staff regarding relevant contract provisions

Group Policy and Procedures Governance

• Policies and business processes are aligned, documented and implemented with the business
• Provide support for the development, execution, and monitoring of risk controls across key business processes including maintaining framework of documentation, facilitating, education and continuous improvement mechanisms and support review of business policy and business processes.
• Group Integration activity i.e. Change management and On-boarding to provide support and buy in to Sourcing strategy and Procurement excellence strategy
• Ensuring continuity between Group Sourcing and Procurement in the business operations.

Group BBBEE

• Responsible for supporting Group BBBEE Transformation for Preferential Procurement with the execution of all BBBEE transformation interventions across the Company Group
• Ensuring that Company complies with legislative requirements and aligns to the business strategy
• Assist in the defining and designing of the Group Strategy to be adopted in terms of Preferential Procurement
• Development of a Preferential Procurement BBBEE Policy for the Group
• Manage and co-ordinate the Group BBBEE Audits Preferential Procurement Element for the Group Spend (Sourcing and Commodities). Ensure audit and verification processes of Company's BBBEE contributions are conducted on an annual basis.
• Monthly/Quarterly reporting and meetings on Top 25 non-compliant suppliers per cluster and per business area.
• Improve BEE transformation scorecard
• Monthly reporting on BBBEE certificates status for contracted vendors and follow up and expedite the resolution of expired certificates
• Provide guidance to the Group Sourcing Team on how suppliers should be evaluated and improved
• Participate and drive discussions with internal and external stakeholders about progress in implementing the Company Transformation plan.
• Help develop reporting and monitoring tool to support project management of transformation initiatives/projects for Preferential Procurement

Procurement Oversight and related reporting

• Group procurement reporting and analysis activities
• Retrospective orders
• Spend by NLAG materials
• Open order summary per quarter
• Contract spend coverage per site
• Non-contracted spend and maverick spend reporting per site
• Contract leakage reporting per site
• Ensure continuity between Group Sourcing and procurement, buy in strategy and procurement excellence strategy
• Prepare the required Board reports

Group Sourcing BI Cube Reporting

• Ensures standardisation around reporting of Group Sourcing Spend on the Sourcing BI Cube
• Review and approve new requests or change requests from the Business to BI Cube reporting
• Review and approval of access requests to the Cube
• Improve and seek new enhancement to system reporting as the business evolves
• Development of new reporting requirement as business evolves

Reporting and Data Management

• Ensures business unit team accurately and regularly updates data on the procurement information system to enable access to reliable data and reporting for trend analysis and decision making.
• Ensures compliance with all master data protocols.
• Proposes system and process improvements to ensure ongoing relevance and accuracy of information.
• Share relevant data with business unit management team to enable informed business decision making.
• Comply with group policies and becomes the procurement lead about procurement and stores audits for their business units

Team Leadership

• Leads procurement team towards meeting strategy and targets
• Ensure that the team applies appropriate legal and ethical principles in all supplier interactions.
• Ensures the development of a future generation of procurement leaders and provides input to the talent process for the department.
• Drives Employment Equity within the team to ensure that diversity is achieved at all levels and that statutory targets and requirements are met in line with targets.
• Champions training and development of team through utilising available training opportunities or contributing to the development of new training solutions in collaboration with business unit and training specialists.
• Conducts regular performance appraisals with team and ensures that the process is cascaded throughout the business unit team.
• Manages employee relations climate and ensures appropriate action is taken where required in line with relevant legislation and company policy

KPI’s

• Monitor, supervise and update contract register for all categories of spend
• Complete spend reports
• Administrate company agreements
• Track authorization process and correspondence
• Monitor, supervise that SAP system is updated on time with price changes
• Administrate Vendor’s – old and new
• Maintain detailed and organized files
• Prepare contract change notices, monitor contractor performance, including the reporting and status of contractor and owner deliverables
• Prepare and disseminate information to appropriate employees regarding contract status
• Adherence to key BBBEEE KPI’s and strategy

Closing Date: 4th, May 2022