Contracts Officer at RBIDZ Special Economic Zone

RESPONSIBILITIES

Manage people performance by:

• Plan, organise, lead and control activities to ensure sub-functional objectives are met or exceeded.
• Ensure effective communication within department.

Perform pre-tender functions, by:

• Check if tender documents reflect all the required terms and conditions of tender and conditions of contract before soliciting tenders.
• Before tender documents are finalized, prepare and provide specification team with compliance checklist and check that all specifications meet all items in the compliance checklist.
• Update and align tender documents to comply with relevant applicable directives and legislation.
• Determine if nature of goods to be acquired have a local content requirement and ensure that tender document incorporate local content where its required and prepare evaluation criteria for local content in terms of the PPPFA Regulations.
• Ensure that Contract Participation Goals (CPGs) on infrastructure projects are addressed and monitor the implementation of CPGs.
• Prepare monthly reports on progress in terms of implementation of CPGs.
• Liaise with project manager/end-user to commence or incept projects once the post tender award process has been completed.
• Ensure the performance guarantees and public liabilities are have been received and kept by the relevant authority or office.
• Prepare Service Level Agreements and ensure that all contracts agreements are vetted by Legal department.
• Ensure that original contract documents are secured and kept safe, and copies of contract documents are made available to the contractor and relevant SBU.
• Communicate to all stakeholders who might be affected by the project.
•  Liaise with the Communications Department for sharing information relevant information that might be in the general public interest pertaining to projects implementation and issues B-BBEE.
• Register all new contracts in the Contract Register and ensure that all information required in terms of the Contract Register is entirely completed.
• Ensure that the Contract Register is up to date and all required information is captured correctly.
• Take pro-active steps and advise end-users on soon to expire contracts to ensure that procurement process is commenced to minimise disruption on the operational needs of the organisation.
• Attend project site and progress evaluation meetings and ensure that issues that affect performance on the contract are timeously reported to the SCM Manager.
• Monitor all contacts in terms of suppliers’ performance, price adjustments, contract expiry/renewals and contract termination.
• Ensure that variations of orders on existing contracts do not exceed the stipulated threshold and proper approvals have been secured to effect variations.
•   Where addendums have been issued on the existing contracts, update the contract documentation for configuration management purposes and communicate the changes to all the parties affected by the changes in the most effective manner.
• Intervene and engage in mediation, negotiations and resolution of disputes between suppliers and end-user.
• Prepare monthly analysis on contract and report on what was bought for what price from whom; contract adherence for delivery dates; contract adherence for quality; contract adherence for maintenance and warranty.
• Provide accurate and timely reporting, highlighting significant performance issues or problems relating to a specific service provider.
•  Liaise with end-users/project managers in the carrying out supplier performance.

Compile reports, by:

• Updating the Contracts Registers.
• Update Register of Variation of Orders.
• Assisting in the preparation and analysis of monthly, quarterly and yearly.
• Contract Participation Goals.

  Assist on SMME initiatives by;

• Preparing list of emerging contractors that can be developed through direct, indirect and preferential procurement activities and emerging contractor development programme.
• Assist in the implementation of the SCM Supplier and Enterprise Development Financial Year calendar planner.

Requirements

MINIMUM REQUIREMENTS 

• Grade12 (Mandatory)
• Diploma in Supply Chain Management/Public Finance/Commercial Law (Mandatory)
• Post Graduate Qualification (PGD/Honours Degree) in Supply Chain Management/Public Finance/Commercial Law (advantageous)
• 3 years of relevant experience in Public Sector or private sector (advantageous)
• Microsoft Office Suite (mandatory)
• Microsoft D365 – Contract Management (mandatory)
• Microsoft ERP Solution (advantageous)
• Other requirement (Driving Licence Code EB)

KNOWLEDGE

• PFMA, PPPFA, BBBEE,
• National Treasury SCM Framework,
• CIDB Regulation and any other relevant legislation prescripts,
• Knowledge of relevant SCM best practice standards
• Knowledge of Public Sector Procurement