Director: Supply Chain Management at University of the Free State

Duties and responsibilities

Change Management

• Evaluate systems and policies in the Supply Chain Management (SCM) environment and recommend possible improvements and changes needed.
• Prepare and compile proposals for management on possible changes to systems and/or University policies and procedures.
• Manage the development, implementation, and training of new systems and/or University policies and procedures.

Client Relations Management

• Liaise with the University community to understand their purchasing needs.
• Liaise with suppliers to negotiate on prices, quality, delivery etc.
• Oversee SCM as the point of entry and exit for all procurement decisions.

People Management

• Supervise staff in SCM, allocate work and make decisions regarding employment, performance appraisals, training and development, salary recommendations, promotions and transfers.

Strategic alignment of supply chain management

• Ensure procurement support the strategic objectives of the University, including BBBEE.
• Ensure fair, equitable, transparent, competitive, and cost-effective procurement principles are followed at the University.
• Manage effective and transparent purchasing processes.
• Ensure a supplier database that is complementary to the needs of the University.
• Oversee maintenance of the supplier database.
• Oversee governance and manage processes associated with tender processes.
• Advise contract owners on tender best practices for their specific needs.
• Assist the tender workgroup to comply with the requirements of the tender policy.
• Provide recommendations on the outcome of tenders to Top Management.
• Approve purchases to in line with the UFS delegation of authority.
• Approve deviations on the University’s procurement policy in line with the UFS delegation of authority.
• Responsible for the management of accounts with suppliers to provide goods and/or services on credit.
• Responsible for the management of contracts relating to the rent or maintenance of photocopy machines, laboratory equipment, and/or fax machines.
• Responsible for the management and coordination of the Gown store during Graduations and the groceries and stationery Stores.
• Ensure SCM practices that support and enhance the BBBEE compliance rating of the UFS associated with preferential procurement.

Quality Assurance

• Ensure that the University’s procurement is done in a fair, equitable, competitive and transparent manner according to the University’s policies and procedures.
• Review of tenders of material monetary value and reputational exposure.
• Oversee and facilitate processes followed in preparation until completion of tenders.
• Review tender recommendations for submission and consideration to the Tender Committee.
• Provide continuous training on the University’s policies and procedures.

Reporting

• Compile reports on:
• Non-compliance to SCM policies to Management.
• Evaluation reports to the Tender committee.
• Expensive equipment business case proposals to Management.
• Quarterly SCM report to relevant institutional structures.
• As required by Management.

Inherent Job Requirements

• A Professional Bachelor’s degree/ Honours degree on NQF Level 8.
• Minimum of eight (8) years’ working experience relating to supply chain management, of which at least three (3) years should be in a managerial capacity.

Recommendations

• Relevant experience in the Higher Education environment.
• Knowledge of SCM policies and procedures.
• Knowledge of tender processes.
• Knowledge of business drivers, business risks, and financial trends in HE.
• Knowledge of financial systems and internal control environment.
• Knowledge of management reporting.