Procurement Officer at Anova Health Institute

Key duties and responsibilities:

Procure Quality Services and Goods

• Ensure that goods or services are procured from approved suppliers.
• Ensure that suppliers meet deadlines and deliver quality goods and services.
• Receive goods and ensure the correct quality and quantity is delivered.
• Prepare accurate specifications to send to suppliers to source and obtain specific and comparable quotes.
• Assist with facilitation of courier services to ensure goods reach requesters destination.

Procurement Tools

• Initiate procurement order tracking tools
• Develop and produce quality procurement status reports.

Contract Management

• Create and maintain a contract register
• Develop, implement and review supplier terms and conditions
• Develop a tool to measure and monitor the compliance rate (no of deliveries/defects)
• Ensure pricing consistency and competitiveness

Evaluation Criteria

• Establish delivery and payment terms
• Develop and implement an evaluation criteria for goods and services rendered.
• Administration and Maintenance of Procurement Processes and Database
• Assist with maintenance of the supplier database and ensuring that all suppliers meet administrative requirements.
• Facilitate preparation of Bid Evaluation Committee (BEC) Packs and coordinate BEC meetings for adjudication and appointment of suppliers.
• Assist with ensuring the workplace is updated with the procurement processes and it's widely known throughout Anova.
• Assist with maintaining vendor data with up-to-date documentation, including Broad Based Black Economic Empowerment (BBBEE) certificates.
• Assist with payments preparation and ensure all necessary documents are attached, and proper cost allocations are done before submitting to finance.
• Ensure signed delivery notes are attached to each payment requests.
• Ensure that all clearing payments backlog in the procurement mailbox are addressed.
• Compliance & Audits
• Ensure that appropriate authorisation to procure has been adequately completed in accordance with procurement policy and SOP.
• Keep a record of all procurement related business transactions and align with internal financial requirements.
• Ensure that purchase orders are sent to the vendor only when authorised and approved by Management.
• Provide support in audits by providing required supporting documents and information.
• Any other tasks as agreed with line manager.

Minimum qualifications and experience:

• National diploma in Procurement and Supply Chain Management or any relevant qualification.
• 3 years experience in procurement, contracts management and contract administration or Finance.
• Knowledge of procurement policies, procedures and mechanisms.
• Good understanding of budgeting, forecasting and cash flows.
• Good knowledge of tendering processes.
• Understanding of risk management principles and project management.
• Knowledge of the functioning of NGO will be an advantage

Skills, competencies, and attributes:

• Computer literate (MS Office, Word, Excel).
• Attention to detail, systematic and thorough
• Excellent communication skills
• Good problem-solving skills
• Thorough understanding of financial and procurement systems
• Good time management skills
• Ability to multitask and work under pressure
• Trustworthy, integrity and unquestionable business ethics