Officer: Supply Chain Management (Head Office) at Housing Development Agency (HDA)

Responsibilities

Order Management

• Daily management of procurement to pay process for all provinces
• Receive and assess requisitions with the purpose of determining the procurement strategy to be used
• Issue and place request for quotations in the relevant media and HDA website
• Evaluate supplier offers in line with the Preferential Procurement Policy framework Act and the HDA Supply Chain policies and procedures
• Identify and analyse commodities with the objective of creating contracts
• Expediting on outstanding orders
• Compile monthly purchase order reports
• Report on savings, cost reduction and avoidance
• Keep all documents (Requisitions, quotations and orders) together for filing purposes
• Provide support to HDA staff in the interpretation, implementation and procurement policy for purchases under R1 million

Request For Quotations Management

• Place adverts in appropriate media for the required time period
• Preparing, issuing of RFQ documents
• Receive and register RFQ documents
• In conjunction with user departments, evaluate supplier offers and recommend
• Provide guidance to the end users in terms of the RFQ procedures
• Confirm SLA’s are in place prior to formal appointment where applicable (i.e services)
• Compile and prepare SCM report after evaluation of bids

Vendor Management

• Coordinate the loading and updating of vendors into the Sage 300 system
• Manage the rotation of vendors
• Report on non-performance by vendors to SCM Manager

Contract Maintenance

• Verify documents received against contract checklist
• Follow-up on outstanding contracts and all relevant documentation
• Report on contracts that are about to expire and action taken to the relevant manager
• Update contract register
• Safekeeping ad filing of contracts
• Draft standard contracts for approval
• Loading of approved contracts on ACCPAC

Bid Committees Administration

• Compile Bid Adjudication Committee packs after evaluation
• Taking of minutes at the Bid Specification Committee
• Reviewing the terms of reference for approval.
• Minutes taking at BSC if required

Administration and Filing

• Update of the HDA website with all adverts, calls for proposals and proposal awards
• Monitor movement of contracts
• Document management and filing of contracts

Requirements

• National Diploma in Procurement, Purchasing / Logistics and Supply Chain Management
• 3 years SCM / Procurement experience
• Competent in MS Outlook, Excel intermediate, PowerPoint intermediate and Word intermediate
• Competent at ACCPAC
• Good communication, analytical and administrative skills
• Knowledge of PFMA, PPPFA and National Treasury Regulations, Broad Based Black Economic Empowerment (BBBEE)