Procurement Officer : Contract Immediately Available at Durban University of Technology

Minimum Requirements:

• Bachelor’s degree in Business Administration, Supply Chain Management, Operations Management, or any related field (NQF Level 7)
• Registered for CIPS at least have done level One (Ideal but not compulsory)
• Experience in procurement management and administration preferably in a large organisation or higher education institution 3 to 5 years.
• Knowledge in understanding of policies, procedures and controls applicable to the procurement or supply chain management.
• Relevant Financial Policy affecting the Procurement process (e.g. Assets and Creditors policies)
• B-BBEE Regulations and guidelines in terms of preferential procurement
• Sound knowledge of the business environment, the relevant role players within the business and their key responsibilities and outcomes (Service centric)
• Knowledge of procurement best practice on the current and future business environment (Continuous improvement and streamlining of the Processes)

Summary of Duties:

Procurement of Goods and Services in line with the yearly procurement plan management (Demand management)

• Execution of low value transactions (Requisitions, and deviation submissions) – Procure to Pay Process. Analyse all released / submitted requisitions (focus on Item description, value threshold and supplier recommended compliance)
• Execution of Request for quotations (RFQs) from R500K up to less than R1M. Advertised all Request for quotations (RFQs) that are for R500K up to less than R1M on the DUT website /any alternative media suggested.

Execution of High value transactions and tactical and strategic sourcing contracts (Tender/Bidding process) Procure to Pay process:

Receive the procurement strategy analyse it in terms of:

• Completion (properly signed and relevant specifications included)
• Exemption – check on the DUT Procurement exemption clause.
• Deviations (Single/ sole source
• Transaction was part of the approved Procurement plan
• Register the project on the tender register and assign a tender number.

Deviations (Limited Bidding, single source and variation orders)

• Receive motivation from the end users for single source, limited bidding or variation orders.
• Conduct market research to confirm validity of single source or limited bidding.

Administration of Procurement contracts

• Once a transaction, over R 1million excluding VAT, has been approved, the Procurement officer must advertise the award on the DUT website for five (5) working days appeal and immediately issue letters of non-award must be issued to all bidders who were unsuccessful.
• On the 6th day of the appeal period, contact the legal office to determine if there were any appeals.

Execution of Envision - 2030 (DUT Long terms strategies) perspectives.

• Identify any Procurement processes gaps that delay / hinder expeditious processing of transactions and share them with the Procurement management.
• On an ongoing basis identify innovative ideas that will streamline the processing of procurement transactions and minimize risk exposure as part of continuous improvement and innovativeness

Supplier liaison

• Update suppliers on the outcome of their quotations/ Proposals and any updates on the DUT procurement processes that affects the suppliers.
• Maintain regular contact with suppliers in terms of requirements, orders placed, orders received etc.

Reporting

• Prepare operational reports, in accordance with the reporting schedule e.g. orders placed, cost of goods etc
• Maintain up to date procurement records in accordance with DUT document management system