Procurement Officer 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)
• 3-5 years’ experience in procurement or supply chain management operations preferably in a large organisation or higher education institution.
• Registered for CIPS at least have done level One (Ideal but not compulsory)

Summary of Duties (but not limited to):

• Procurement of goods and services in line with the yearly procurement plan management (Demand management)
• Analyse all released / submitted requisitions (focus on Item description, value threshold and supplier recommended compliance)
• Double check if the requisition submitted does not require goods/ services already on contract. If so, advise the Sourcing manager so that the requisition can be cancelled, and request be made via the existing contract.
• Ensure all relevant authorizations are obtained and the Purchase requisition checklist is fully compliant.
• Negotiate the price and other relevant commercial conditions before placing the purchase order. (Obtain a guide from your line manager, where necessary)
• Execution of high value transactions and tactical and strategic sourcing contracts (Tender/Bidding process) Procure to Pay process.
• 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.
• Conduct price competitiveness for variation requests.
• Compile Deviation report for review by Sourcing manager who will submit report as relevant Deviation DoA (including BAC for values above R 1million excluding VAT).
• 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.
• In case of appeals cascade the matter to the Sourcing Manager.
• If there are no appeals, consult with Legal office, end user and Contracts to draft a contract and SLA.
• Inform end user to upload contract for approval via online contract approval system.
• Once the contract has been duly approved, an order (against a requisition which must be submitted by the end user) can be issued to the service provider to facilitate future payments.
• Ensure end user understands the terms of the contract including performance management.
• Supplier liaison
• Maintain regular contact with suppliers in terms of requirements, orders placed, orders received etc.
• Address any queries with suppliers and agree solutions to ensure the consistent delivery of quality services / goods
• Liaise with suppliers regarding price increases and verify price increases with the Sourcing Manager.
• Refer any unresolved supplier non- performance to the sourcing Manager
• 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