Demand and Acquisition Specialist at Transport Education Training Authority (TETA)

KEY PERFORMANCE AREAS 

Provide Support to Stakeholders

• Ensure the establishment of good working conditions with internal and external stakeholders;
• Ensure establishment of good working relationships with Auditor-General staff, Internal Auditors and Finance staff;
• Ensure that relevant information and support is provided to internal and external auditors as well as TETA managers and staff;
• Provide procurement guidance and training to departments on demand and acquisition processes;
• Assist with the compilation of reports for National Treasury and AGSA, like procurement variations,contracts expansions and extensions above 15% for goods and services and 20% for construction related works, Procurement Plans, Procurement Plan reports, as well as deviations above R1 000 000;
• Provide procurement guidance and training to departments on demand and acquisition processes;
• Ensure that all legislated reporting requirements in terms of this function are complied with.

Financial Reporting 

• Ensure that invoices are submitted to finance for payment within agreed timeframes;
• Ensure that invoices are reconciled with Purchase Orders and Contracts for corrections;
• Ensure that expenditure is in line with budgeted and committed funds on the Purchase Orders;
• Ensure that expenditure complies with the budget set as per Procurement Plan, bid document pricing schedule and purchase orders;
• Check and inspect Invoice Control Registers regularly.

Drive Bid Committees 

• Assist with the establishment of TETA Bid committee (Bid Specification, Bid Evaluation and Bid Adjudication Committees);
• Assist with the compilation of roster for Bid Committees;
• Assist with ensuring that Bid Specification and Evaluation Committee meetings are efficiently managed.

Assist with the implementation of Demand Management and Planning

• Coordinate annual demand management processes and procurement planning with all departments;
• Assist with ensuring that National Treasury Instructions, directives and Practice Notes are complied With;
• Ensure analysis and selection of the best sourcing strategies for identified TETA requirements above the quotation threshold of R1m;
• Assist with the introduction of new motivations for requests that comply with SCM prescripts to eliminate audit findings. 

Assist with the implementation of Acquisition Management

• Assist with the development and maintenance of a compliant acquisition management system;
• Manage acquisition of goods and services through competitive, transparent, and compliant procurement methods;
• Ensure that requests for proposals/bids are properly sourced and that bids/tenders are advertised on the national Treasury website and print media;
• Ensure that there are procedures implemented to administer contracts and the outcomes prior to the authorisation of payment certificate;
• Assist the SCM Manager with the development of compliant TORs to serve in Bid Specification Committee and Bid Adjudication Committee;
• Assist with the provision of quality assurance of the Request for Bid (RFB) documents before Publication;
• Assist with ensuring that tender briefing sessions are properly managed;
• Assist with the management of Tender Closing processes;
• Facilitation of pre - compliance evaluation for all Bid Proposals received;
• Handle advertisements of received bids and winning bids on TETA website and E-Tender Portal
• Ensure that unsuccessful notification letters are drafted and sent to all unsuccessful bidders;
• Ensure that service providers recommended for appointment are registered with CSD and are tax Compliant;
• Assist in the drafting and vetting facilitation of Supplier/Service provider contracts;
• Manage acquisition of goods and services through competitive, transparent, and compliant procurement methods;
• Manage the contract management module in the Tender Portal.

Assist with implementation of Logistics, Disposal and Facilities Management

• Assist with ensuring that building facilities are properly sourced and maintained;
• Ensure support to Corporate Services in relation to compliance with OHS Act;
• Assist with ensuring that TETA’s vehicle/s is/are properly maintained and serviced;
• Assist with the maintenance of effective inventory and disposal management systems;
• Assist with continuous updating of the Excel spreadsheet for inventory stock items (Issues/Receipts);
• Assist with the validation of identified obsolete, redundant and unserviceable assets for disposal.

Supply Chain Performance Management

• Assist in ensuring that SCM objectives and timeframes are achieved;
• Manage acquisition of goods and services through competitive, transparent, and compliant procurement methods;
• Ensure compliance to policies, procedures, norms and standards;
• Ensure that savings are generated on bid awards where necessary;
• Promote procurement from SMMEs, black-owned, and women-owned businesses in line with TETA’s BBBEE strategy;
• Ensure that supply of goods and services operates cost efficiently and efficiently in relation to goods and services procured through the tender procurement system.

Audit and Risk Management

• Prepare for internal and external audits and submit evidence withing agreed timeframe;
• Ensure no repeat findings in the AG Management Report and implement corrective action of existing findings;
• Maintain the Unit Risk register, monitor and report progress.

Learning and growth 

• Training and development of staff to build sufficient capacity;
• Planning of individual functions and ensure that PDP, PDA and Workplan are submitted and Implemented;
• Provide on the job training, support, guidance and assistance to staff;
• Handle day-to-day problem encountered by staff.

Management Responsibility

• Assist with the development, implementation, monitoring and review of the policies, procedures and systems that are compliant with SCM legislation and best practice;
• Assist with the management of projects assigned to the SCM unit;
• Identify and agree on team and individual goals (Signed Performance Agreements submitted on or before the due date set by HR);
• Manage staff time, attendance and leave according to policy;
• Manage staff and personal development (Signed Personal Development Plans for self and SCM Team (PDP's), Proof of PDP implementations (attendance).

Requirements
MINIMUM REQUIREMENTS

Experience and Qualification

• Minimum of a National Diploma (NQFL 6) qualification in Supply Chain Management/Logistics / Accounting;
• Minimum of 5 years’ experience in a public sector supply chain management environment, three (3) years of which should be at a supervisory level;
• Public sector experience is non-negotiable;
• Good understanding of Procurement to Pay (P2P) Processes;
• Bid proposal preparation;
• Demand planning or forecasting;
• Good understanding of the end-to-end tendering process.