Regional Procurement Administrator (18/22 PTA) at British High Commission

Main purpose of job:

To work as part of the Regional Procurement Team in South Africa handling procurement requirements for the Africa region. Working with customers, suppliers and other stakeholders on all aspects of Procurement delivery, review, monitoring and reporting. Assist the Regional Procurement Head and Regional Procurement Manager in the day-to-day procurement administration duties.

This position is based in Pretoria as part of the overall Regional Corporate Services Hub. Working hours will reflect the customer needs across the regions.

Roles and responsibilities:

Assist in the delivery of Procurement Projects 

• Proof read and edit: Review all tender documentation in line with the purchase to pay (P2P) process and UK Government Public Procurement guidelines for consistency, spelling and grammar and get sign off from the Regional Procurement Leads and Manager

Supplier Management Forms (SMF’s)

• Be the central point of receiving all Supplier Maintenance Forms (SMF’s) across the African Network
• Reviewing and approval of all supporting documentation related to the request of a new supplier to be loaded onto the Foreign, Commonwealth & Development Office purchase to pay system
• Load the approved SMF form via Global Transaction Processing Centres portal
• Manage all queries related to the Supplier Maintenance Forms
• Archive, save and file all Supplier Maintenance Forms  and supporting documentation
• Update the  Supplier Maintenance Forms tracker for reporting and management purposes
• Keeping the customer informed at all times of the Supplier Maintenance Forms process and advising once supplier is fully active on the system

Government Procurement Card (GPC)

• Conduct quarterly audits on Government Procurement Card Spend for the Africa Network
• Review spend in line with policy compliance
• Analyse spend with the view to; ensure three quotes were received and supplier benchmarked, below the Hub threshold contracts be put in place in line with the £3k to £10k  purchase to pay policy and where applicable above £10k contracting process be followed by customer with the Hubs guidance and input if required.
• Assist in providing training on Government Procurement Card and Corporate Credit Card guidelines and policy’s within the African region

Delivery of Regional Procurement Projects for Micro Mission with lifetime value not exceeding £25,000

• Assist the Commercial Hub in managing the contract tender process of various procurement/contract-related goods, services or work projects
• These include sourcing of suppliers, input and agreement of specification, preparation of tender documentation, liaison and coordination with suppliers to clarify requirements, coordination and evaluation of bids. In addition, the job-holder will seek appropriate approvals, be involved in direct negotiations as necessary, facilitate agreement of contracts and management and closure of contracts, ensuring that they meet legal, audit, HM Treasury and Cabinet Office requirements
• Undertake procurement activity and ensure the correct purchase to pay process is followed with Foreign, Commonwealth & Development Office terms and condition templates used

Capital Procurement Activity 

• Assist in the procuring of approved capital related expenditure for the African region
• Ensuring value for money is achieved
• All Procurement Capex and financial processes are followed
• The Regional Procurement Administrator will ensure all financial general ledger charging codes been generated on approved capex items, POs generated, sent to suppliers, orders confirmed, receipting is done and orders delivered before the end of that financial year

Agreed Supplier Lists

• Assist where required in maintaining and refinement of the Agreed Supplier Lists for Africa region
• Manage and update the Agreed Supplier Lists for Africa region
• Ensuring that dormant suppliers gets removed from Prism / Hera via GTPC Manila

General Administration

• Central gatekeeper for all Commercial Hub related documentation
• Managing and updating contract register
• Maintain and update procurement records including filing of contracts, develop and maintain a filing system which will ensure all tender related documentation is filled accordingly in set format and correct naming convention in Microsoft Teams and e-procurement portal
• Maintain and update the contact lists of all Deputy High Commissioner and Corporate Services Managers within the Africa region
• Assist in the preparation of regularly scheduled reports
• Managing Commercial Hub’s central mailbox and action accordingly

Essential qualifications, skills and experience  

• At least 2 years hands-on procurement experience
• Strong emphasis on accuracy and detail
• Effective oral and written communication skills
• Strong attention to detail
• Ability to handle multiple projects simultaneously to meet goals and deadlines
• Proficient to intermediate in MS Excel, MS Teams and Microsoft Outlook
• Good time management and organizational skills
• Stakeholder management and engagement
• Multi cultural organisation experience

Language requirements:

Language: English

• Level of language required: Operational -Extensive

Desirable qualifications, skills and experience  

• Experience of working in a multinational environment across multiple time zones
• Sourcing or Contract Management Experience
• CIPS Level 4 or equivalent qualification from other Professional Procurement Organisations
• Project Management Experience

Required behaviours  

• Changing and Improving, Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together

Closing Date: 20th, June 2022