Procurement and Governance Compliance Specialist - Midrand at Development Bank of Southern Africa (DBSA)

Key Responsibilities    

Planning and Standards

• Ensure Compliance to the prevailing governance framework to support the SCM Unit on delivering on the mandates of respective governance structures.
• Keep abreast of trends and changes in legislation and regulations impacting on procurement to enable updates of the policies, procedures, templates etc. as deemed necessary
• Implement systems and risk methodologies to comply with legislative, statutory and reporting requirements
• To facilitate and deliver relevant training informed by changes in business strategy, regulations, processes, regulations, risks etc.
• Draft and implement policy, guidelines and other documentation that promote compliance and addresses risk management concerns
• Set standards for the tender administration process and monitor the teams adherence to these standards
• Set and implement standards for document management, control and master records (suppliers and contracts/orders)
• Liaise with procurement team, business and other key stakeholders on risk and compliance issues for improved alignment, gap closure and application.
• Support the Manager to implement relevant risk management strategies, methodologies and tools to address governance and operational risks
• Support the Unit and Division on the management of key audit risks and gaps arising from noncompliance
• To participate in relevant internal and Client engagements to ensure that the parameters of the SCM framework is well understood and catered for in such agreements
• To remain fully abreast of all the MOU and its obligations from a SCM and procurement perspective to ensure compliance from a governance and process perspective

Execution

• Ensure continuous improvement pertaining to SCM practices and relevant documentation based on compliance, performance standards, legislative requirements and good practice
• Develop and maintain relationships with all affected stakeholders to facilitate effective communication and understanding on the SCM governance framework and requirements in terms of risk register
• Implement and maintain a contract administration system (SAP/Other) to ensure contract records are up to date, accurate, accessible and managed according to required standards to enable effective contract administration
• Monitor and enforce compliance by Procurement, Business and process staff in respect to SCM governance framework and its relevant regulations, policies, procedures and templates.
• Ensure that the tender process is monitored and that there is compliance with internal policies, procedures and processes (includes probity checks)
• Seek / facilitate corrective action when irregularities within the sourcing / tender process are identified
• Facilitate / train contract owners and business on the SCM governance framework and practices
• Support the Procurement team with negotiation processes and ensure that negotiation with suppliers are in line with sourcing strategy, business principles and appropriate commercial terms
• Ensure that Supplier, Client and Business Unit queries/needs are dealt with proactively, accurately and within prescribed turn-around times
• Represent Procurement in any contract or tender related disputes
• Oversight, monitoring and reporting of the risks noted on the SCM risk register
• Facilitate workshops to improve awareness SCM governance framework and risk register
• Ensuring compliance to policy and regulatory requirements
• Oversee and co-ordinate the audit process, interactions, release of documents and management comments to Internal and External Auditors

Quality Management

• Review, quality assure and sign-off of all procurement transactions prior to submission to final delegated committee / authority for approval
• Ensure all procurement transactions signed-off for consideration by final delegated committee / authority are indeed accurate, complete, backed by supporting documents and in line with the SCM governance framework
• In instances where discrepancies are detected during the quality review process, to adequately document such in writing for consideration by the referring committee or approving committee / official

Secretariat

• Perform the full secretariat role for relevant committees i.e. SCMC Committee (and any other committees) as per the relevant terms of reference
• Collate, review and prepare committee packs and documents in line with the terms of reference
• Ensure deliberations and decisions of committee meetings are accurately recorded, minuted and archived for audit and reference purposes

Reporting

• Consolidate, compile and submit risk and compliance reports to management and relevant committees
• Monthly monitoring and reporting progress against risk highlighted in the SCM register
• Report on deviations and variations to SCMC, Supplier contracts status & compliance, BEE statistics, document control and management and audit processes, status, findings and progress against planned interventions

Key Measures/KPIs

• All procurement transactions are executed and managed according to required performance standards and compliance requirements
• No / limited compliance risk exposure
• Effective management of any VO's in line with policy provisions and DoA
• Relevant process owners, business managers and procurement officials are trained annually on the SCM governance framework, key risks, policy and procedure requirements and governance structure TORs
• Risks noted on risk register effectively monitored and reported for action
• No material / repeat compliance breaches
• All audit / compliance matters are effectively planned and resolved for as noted in the management
• comments

Expertise & Technical Competencies    

• Relevant business qualification (minimum degree and post graduate qualification) with experience in governance, compliance and quality management relative to SCM governance framework
• At least 3 to 5 years' experience in procurement and/or governance
• Experience in having served as a secretariat for governance committees
• Working experience with SAP Procurement module or a similar ERP system
• Strong understanding and commitment to good corporate governance, SCM regulations and laws and other regulatory requirements including the PFMA; PPPFA; SIPDM, CIDB etc.

The incumbent should have demonstrated the following competencies:

• Detailed working knowledge of the PPPFA, supply chain regulations from National Treasury, BBBEE
• Strong at monitoring procurement practices and effectively managing for compliance to governance frameworks and business risks
• Strong skills in review documents and reports for compliance against governance framework
• Excellent skills in facilitating outcomes pertaining to contractual / legal / supplier disputes between stakeholders
• Ability to manage stakeholders effectively

Planning & Organizing

• Is relied on to helps other plan and organise their workload.
• Uses effectively advance time management processes to deal with high workload and tight deadlines.
• Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
• Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning

Negotiation Skills

• Understands and can apply basic negotiating skills and techniques, e.g. obtaining a full understanding of the other party's agenda and needs before disclosing own perspectives.
• Possesses an understanding of various unspoken communications from other parties and can decipher hidden agendas.
• Is able to successfully conclude negotiations which require the development of an emotional as well as factual argument.
• Is able to develop mutually-beneficial potential solutions.

Written Communication

• Understands that different writing styles are required for different documents or audiences.
• Write effective correspondence, prepares questions and reports, statements of circumstance and briefing notes.
• Reviews others' documents for clarity and impact
• Has a solid mastery of writing principles such as grammar, sentence construction etc.

Presentation Skills

• Understands how to present objectives in a compelling manner and maintain the interest of the audience.
• Knows how to deliver presentations appropriately (e.g. maintaining eye contact, the appropriate use of hand gestures etc.) and at the correct pace.
• Knows how to clarity and confirm people's feelings, concerns and needs.

Policies and Procedures

• Has detailed understanding of relevant policies and procedures and interprets these according to operational circumstances to ensure compliance.
• Understands the business context sufficiently to recommend improvements and modifications to existing policy.
• Is able to write new procedures.

Required Personal Attributes    

BEHAVIOURAL COMPETENCIES

• Information Seeking and Analysis
• Breaks down problems into simple lists of tasks or activities
• Investigates the problem or situation beyond routine questioning.

Impact and Influence

• Includes careful preparation of data for presentation.
• Makes two or more different arguments or points in a presentation or a discussion.

Achievement Orientation

• Focuses on new or more effective ways of improving own work and meeting targets.
• Focuses on raising quality, customer satisfaction and revenues.
• Formulates own objectives and action plans in order to achieve a measurable improvement in the future.
• Makes specific changes to systems and processes in order to improve efficiency and quality.

Self - Awareness & Self Control

• Ignores angering actions and continues a conversation or task. May leave temporarily to withhold emotions, then return immediately to continue.
• Feels strong emotions in the course of a conversation or other task, such as anger, extreme frustration, or high stress; holds the emotions back, and continues to act calmly.

Decisiveness

• Acts promptly to address urgent needs, taking quickly those decisions which need to be taken.
• Thinks on their feet when necessary
• Changes his/her perception, ideas or alters normal procedures to fit a specific situation to get a job done and/or meet company goals
• Assesses available information to reach a clear view of key options and selects the best option at the time.