Quantity Surveying SCM Officer RFQ at Dube TradePort Corporation

Job Purpose Statement

• To facilitate the effective procurement of goods and services for DTPC, through confirmation of specifications, obtaining and comparing appropriate quotations that comply with the requirements of the PFMA.

Key Performance Areas Request for Quotation (RFQ) management

• (Focus mainly on construction and technical services)
• Inspect the requisition (manual or online) submitted by the user department to determine whether the
• requirement for the purchases is appropriate and approved;
• Coordinate with User Departments, regarding the exact specifications for goods and services and the scope of work;
• Confirm and compile the specifications in accordance with the DTPC policy and procedures;
• Submit the RFQ document to the SCM Financial analyst for review and address all review queries;
• Identify the suppliers from the database to whom the Request for Quotation (RFQ) will be sent;
• Request quotations from approved suppliers on
• Central Supply Database (CSD), after the RFQ has nbeen reviewed;
• Conduct briefing sessions and site visits/inspections
• Coordinate the quotations received, ensuring they meet the specification and submission requirements;
• Verify the validity and inclusion of all requisite supporting documents;
• Notify suppliers of deviations in specifications and/or other requirements;
• Make recommendations to withdraw RFQ’s under specific circumstances and to re-request when necessary;
• Evaluate all responding quotations in terms of quality, price, terms, deliveries and services;
• Facilitate functional evaluation of RFQs;
• Co-ordinate and evaluate RFQ’s requiring technical assessment by the Technical Evaluation Committee (TEC);
• Calculate price and preference points as applicable;
• Prepare the RFQ Recommendation report for review and approval; 
• Prepare the RFQ Concluding Report for review and approval;
• Engage with user departments to indicate the progress of their requisitions;
• Source quotations from suppliers contracted on existing DTPC Panel Contracts;
• Submit all evaluated RFQ’s for purchase orders (or contracts) approval with all related documentation in accordance with DTPC policies and procedures; and Source quotations from approved Transversal Contracts that DTPC is participating in.
• Order Execution and Logistics (to be removed once the supplier logistics & disposal officer is appointed in 3-5 years)
• Coordinate with suppliers to ensure timely delivery of goods/services;
• Ensure the delivery of goods are accurate and according to DTPC requirements;
• Provide feedback to suppliers with regards to any performance-related complaints;
• Monitor and evaluate supplier performance against specification-based indicators;
• Assist in managing and following up all outstanding orders including overseas orders;
• Handle and monitor claims to vendors for defectives, short-delivered or missing parts/products;
• Ensure provisioning standards relating to delivery
• timing, quality standards and specification adherence are met; and
• Investigate and respond to supplier queries relating to specific quotations.
• Facilitate disposal process
• In conjunction with the user department(s):
• Plan and manage inventory levels of materials or products;
• Identify critical parts/services where the procurement has to be expedited;
• Identify challenges in previous deliveries or order executions and update the ToR’s for new procurements to address these challenges;
• Identify difficult to source goods/services and
• work on a sourcing strategy (refer to the demand manager for resolution)
• Measure the performance of all suppliers on a regular basis against key performance indicators.
• Ensure quotation prices are market related and that best prices are accepted.
• Reporting Provide weekly reporting on status of procurements for relevant DTPC Programmes;
• Highlight challenges and escalate to the SCM Confidential
• Financial analyst; and Provide monthly reporting on procurement plan against procurements completed.

Qualifications, Knowledge, Skills and Behavioural Competencies Required

• National Diploma in Quantity Surveying/ Civil Engineering or Project Management
• An Advanced Diploma or Degree will be an advantage
• 3-5 years’ experience within a Civil engineering field or as a Quantity Surveyor
• Code EB Driver’s License
• Computer Literacy (Ms office: Word, PowerPoint, Excel)
• Knowledge and experience in financial planning and forecasting
• Knowledge and understanding of Public Financial Management Act
• Knowledge of corporate governance principles
• Knowledge of Fraud prevention strategies
• Knowledge of relevant legislation, e.g. Construction Industry
• Development Board (CIDB), Preferential Procurement Policy Framework
• Act (PPPFA), Broad Based Black Economic Empowerment (BBBEE) and others Analysis and problem solving, Judgement and decision making,
• Information seeking, industry awareness, Stress tolerance, Drive and persistence, Organisational commitment, Integrity, reliability, Proactive communication, Written and oral communication, Teamwork, Developing relationships, Organising and prioritising, Quality and detail focused, Initiative.