Manager: Supply Chain Management Capex at Housing Development Agency (HDA)

Key Performance Areas:

Governance and Administration

• Participate in the development of SCM Policies and Operating Procedures making sure they are aligned with applicable legislation.
• Assist with Audit queries both internal and external and make audit queries are resolved.
• Monito compliance with SCM Policy and Procedures by all HDA employees.

Demand Planning

• Develop and / or participate in the development of the supply chain strategy for the organization.
• Develop annual plans with prioritization and resourcing.
• Oversee organization wide management of the strategic sourcing, procurement, contracting, and evaluation of services.
• Manage and / or execute procurement related functions (e.g., develop and implement contract management and procurement frameworks, sourcing strategies, negotiate agreements, draft and manage contracts, etc.).
• Develop and implement new systems, best practices, inventory control, demand planning, and other optimizations to meet the HDA’s sourcing requirements.

Tender Process Management

• Tender Activation
• Ensure all tenders / bids requested are duly approved and that are budgeted for and listed on the Procurement Plan.
• Ensure that end user submit a complete and duly approved request for tender / quotation which in duly approved.
• Tender Documentation Preparation and Advertising
• Establish industry based tender compliance requirements (e.g. CIDB, NHBRC) through reviewing scope of the terms of reference and integrating the compliance requirements into the tender documentation as required.
• Distribute the draft tender advert template to facilitate the line manager drafting a tender advert.
• Place advert in appropriate media for the required time.
• Tender/Proposal Receipt
• Receive tenders/proposals either through email or hard copy submitted tenders, implement the required tender receipt management process.
• Review submitted tenders/proposals for SCM compliance through checking submissions against the requirements defined in the Terms of Reference or Calls for Proposal.
• Prepare a report highlighting the compliant and non-compliant submissions with explanations to the Bid Evaluation Committee.

Bid Committees

• Bid Specification and Calls for Proposals
• Schedule and convene Bis Specification Committee and ensure that all specification are drawn / tabled at BSC for approval.
• Participate in and provide advice at Bid Specification meetings to ensure that SCM policies are complied with for tenders.
• Provide advice in the development of Calls for Proposal to ensure that SCM policies are complied with
• Take minutes if/and when required.
• Bid Evaluation Committee
• Schedule and convene a Bid Evaluation Committee through identifying key participants and distributing relevant materials.
• Minute the Bid Evaluation Committee meeting through capturing the key aspects of the evaluation discussion.
• Provide advice on compliance and SCM related matters as required at the Bid Evaluation Committee meeting.
• Apply the BEE and Pricing formulae to the tenderers that meet the Bid Evaluation assessment criteria and identify the highest rated tenders.
• Prepare the packs for the Bid Adjudication Committee.

Bid Adjudication Committee:

• Manage the approval, signature and storage of BAC minutes and reports.

Bidder Communication

• Manage the communication of the outcome of the BAC or Proposal Review process with successful and unsuccessful bidders in line with the established policy.
• Deal with any queries from bidders related to tender/proposal outcomes.

Contract Management

• Employ appropriate contract management practices.
• Conduct SCM compliance checking of contracts that have been awarded and contracts on the contracts register to ensure compliance with the SCM policy.
• Manage the loading of contracts onto the contract management system.
• Maintain the contract register for tenders through updating register with all contract changes monthly.
• Oversee contract administration process.

Supplier/Service Provider Management

• Address any supplier database errors with the Procurement Administrator.
• Approve the sharing of the HDA service providers and preferred suppliers with all HDA staff through the intranet.
• Manage the validity of compliance data for preferred suppliers through ensuring that relevant documentation is provided and updated annually.

Vendor System Management

• Manage the loading of approved vendors onto the vendor system in line with the defined contract nature and SCM requirements.
• Manage the issuing purchase orders for loaded and approved vendors to ensure they are complaint with the SCM requirements.
• Approve purchase orders for procurement in line with the delegated authority level and SCM policy requirements.
• Manage the annual vendor details validation and updating process through checking the accuracy of information captured.

Reporting and Administration

• Compile reports as required including:
• Procurement reports.
• BEE and SMME reports.
• Contract register reports.
• Contract spend reports.
• Undertake all required administration as necessary.

People Management

• Select, assign, lead and manage people.
• Set clear objectives for self and others and measure achievements against these objectives through implementation of the performance management system.
• Build and manage relationships with staff members.
• Manage and support staff development.
• Develop and manage the implementation of succession plans for key individuals and critical positions.
• Implement the HDA HR policies and procedures as required.
• Manage risks and address issues as they arise.

Qualifications & Experience

• Relevant degree or equivalent in SCM or similar.
• Public sector procurement experience is essential.
• Experience in Capital Projects and Contract Management.
• Computer literate.
• Minimum 7 years public procurement experience.
• CIPS Registration.