SCM: Administrator at Transport Education Training Authority (TETA)

Description
   KEY PERFORMANCE AREAS

•      Customer Relations
•      Resolve Payment and delivery time queries from stakeholders.
•      Advise internal stakeholders on SCM policies and procedures.
•      Assist end users on inventory requisitioning.
•      Attend to audit queries from internal and external auditors. 
•      Financial Administration
•      Receive ordered goods (checking correctness in terms of price quoted, quantity, quality, packaging, etc.)
•     Ensure that invoices are date stamped when received, captured and that the Invoice Control Register is updated.
•     After Invoice Capture and registration in the Invoice Control Register, process Invoices to Finance for payment.
•     Competitive Bidding Process  
•      Assist with compiling/drafting Terms of Reference for procurement of goods and services.
•      Receive and process approved motivations/submissions and terms of references for bids/tenders for goods and services.
•      Assist in the scheduling of Bid Specification Committee (BSC) and Disposal meetings.
•     Compile the BSC Minutes and circulate to members for any corrections.
•      Advertise bids on the eTender, TETA website and print media.
•      Submit bid Files to the Procurement Officer for bid evaluation processes.
•     Handle advertisement of received bids and winning bids on TETA website and eTender. 
•     Selection of Vendors and Service Providers
•     Ensure all utilised service providers are registered with the Central Supplier Database.
•     Ensure that appointed service providers are tax compliant.
•     Contract Management Support
•     Assist with contract management and service providers’ performance.
•     Assist in the drafting of Supplier/Service Provider Contracts.
•     Supply Chain Performance Management
•      Ensure maintenance of effective inventory and disposal management systems.
•     Ensure that the Excel Spread-sheet for inventory stock items is continuously updated (Issues / Receipts).
•     Assist with the validation of identified obsolete, redundant and unserviceable assets for disposal.
•     Quotations for Goods and Services
•      Administer the process of quotation, evaluation and selection of suppliers.
•     Capture all quotations received in the RFP System.
•      Perform supplier selection process.
•      Purchase Order Management.
•      Follow up with the service providers to confirm receipt of the PO and possible delivery date.
•      Ensure Purchase Orders are captured in the EFP System for all tender awards.
•     Transit function management
•      Receive ordered goods (checking correctness in terms of price quoted, quantity, quality, packaging, etc.).
•     Ensure that stock and groceries are reasonably stored.
•     Inventory Management
•     Manage stock levels for Grocery and Stationery.
•     Issue stock per requisition forms to end users.
•      At most ensure that quarterly stock counts are conducted and that the Stock Control Spreadsheets are updated and submitted to the Procurement Officer for reporting to SCM Manager and the CFO.
•     Identify and investigate all discrepancies and disposal items.
•      Disposal Management
•      Assist with the appointment of the Disposal Committee.
•     Assist with the convening of the Disposal Committee sittings and record keeping.

Requirements
 MINIMUM REQUIREMENTS

    Experience and qualification

• M + 3 qualification in Logistics/ Supply Chain management or equivalent tertiary qualification.
• 3 years’ experience in public sector supply chain management environment (preferable under the Public Finance Management Act environment).
• Public sector experience is non-negotiable.

Knowledge and Skills

Knowledge and Understanding of:

• A comprehensive knowledge and understanding of relevant and applicable SCM best practices as incorporated into the SCM field and legislation.
• Extensive business process design and implementation experience inclusive of workflow aspects.
• Demonstrable experience of balancing urgent business needs with legislation and internal controls.
• Work experience in the public sector in all aspects of supply chain management.
• A comprehensive understanding of internal controls in an SCM context.
• Strong, influential leadership and supervisory skills including providing advice on supply chain management related matters.
• Demonstrate track record of delivering projects on time, within budget, up to an agreed standard whilst nurturing and fostering excellent relationships.

Skills

• Analytical, problem solving and critical thinking skills.
• Presentation, communication and writing skills.
• Consultation and negotiation skills.
• Leadership and interpersonal relations.
• Planning, monitoring and reporting skills.
• Sound judgment and ability to maintain confidentiality.
• Project management skills.
• Effective stakeholder management.