Officer: Demand and Contract Management - Midrand at Construction Education & Training Authority (CETA)

JOB PURPOSE AND PROFILE

• To provide coordination and administrative support to the Demand and Contracts Management unit to ensure the effective and efficient coordination of tender and contract management efforts and the monitoring of project progress and implementation in support of the execution of the overall strategy.

RESPONSIBILITIES:

• Provide input into the budget and tactical work plans for the Acquisitions Management business unit in consultation with the Specialist: Acquisitions Management.
• Work with all the Business areas, to identify gaps in processes, analyse and improve where necessary to increase speed, quality and gain efficiencies in the implementation of CETA projects.
• Assist in the planning, designing, implementation and communication of the overall Acquisitions Framework for procurement, in consultation with all business unit management and executives.
• Assist in the design and coordination of key performance and result indicators associated with Demand Planning and Forecasting to ensure the CETA meets its procurement objectives.
• Assist in liaising with all business units and establish procurement demands and inventory requirements to inform demand forecasts and schedules.
• Assist in the assessment and analysis of relevant organisational and market data to estimate future procurement demands that will inform the CETA’s financial and supply chain management strategies. 
• Assist in the assessment and determination of the availability of financial resources for the demands identified.
• Identify preferential procurement points and appropriate goals per commodity in terms of the preferential procurement objectives.
• Maintain a demand management database within the organisation and ensure data integrity and quality.
• Assist in conducting regular benchmarking of demand process quality and advise on the non-compliance to quality standards.
• Draft contracts as required for approval and signing between the CETA and service providers and suppliers and ensure compliance with Public Finance Management Act and other CETA requirements and risk protocols (including deliverables and milestones.
• Effectively submit and expedite the contract agreement process to ensure prompt commencement and/or delivery of services.
• Manage contracts with identified vendors and service providers in terms of the Service Levels Agreements.
• Manage, analyse and monitor the contract spend for all projects on behalf of CETA, and provide spend data for the purpose of statutory reporting.
• Maintain contract agreements through regular review meetings and other communication mechanisms to ensure that the service levels are maintained.
• Ensure that payment term negotiations are optimized with all relevant stakeholders to ensure good governance.
• Ensuring that all vendor and contract queries, are resolved or escalated accordingly.
• Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
• Apply / implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA.
• Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
• Ensure that all relevant CETA registers reconciliations and regulatory reports are compiled and submitted on time.
• Build and maintain relationships with all CETA business units for the purposes of expectations management and knowledge sharing.
• Provide advocacy on matters related to the tender and bid process and contracts management to empower the CETA stakeholders to make informed decisions.
• Represent and participate in the organisation’s committees and tasks teams when required.
• Convene and attend meetings and present findings and business cases to relevant stakeholders when required.
• Implement timeous communication on progress and challenges in achieving the tactical work plans to impact stakeholders
• Attend industry related forums, conferences, and workshops to gain industry insight for the purpose of business improvement.
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit requirements.
• Maintain quality risk management standards in line with relevant requirements.
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Review related Standard Operating Procedures in consultation with the Specialist: Acquisitions Management to ensure business optimisation.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
• Contribute to the review and update of the CETA policies and procedures.
• Prepare and submit to supervisor accurate, complete and credible monthly reports as required for consolidation and tabling at monthly EXCOs.
• Attend and address all stakeholder queries timeously and effectively.
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
• Ensure that on-the-job training, learning and development is taking place.
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Supervise, empower, coach and /mentor interns that are assigned to the business unit.
• Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets.

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Matric/Grade 12
• Diploma/Advanced Certificate in a relevant field NQF Level 6
• 3 - 4 Years experience in a relevant field – Operational
• 1 – 2 Years in Supervising others – Supervisory
• Valid Driver’s License

The following Attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.
• Ability to work with difficult individuals.