Specialist: Supply Chain Management at Construction Education & Training Authority (CETA)

RESPONSIBILITIES:

• Assist in the development of the strategy and budget for the Demand and Contracts Management business unit in consultation with the Manager: Supply Chain Management.
• Development of procurement planning in line with approved APP and budget.
• Conduct market analysis and historical expenditure all procurement related activities.
•  Meeting with cost centre managers to establish procurement needs as directed by their operational plans
• Meet with project office to establish projects that will need SCM involvement
• Use the Procurement Plan to lead the drafting of specifications
• Facilitate in the approval of specifications
•  Development of all contracts for the appointed service providers with support from legal.
•  Ensure compliance with PFMA, PPPFA, National Treasury prescripts and internal controls on all SCM processes, policies, and guidelines relating to the Demand and Contracts Management business unit in consultation with the Manager: Supply Chain Management.
• Prepare required budget to run the specifications and demand management.
• Report to internal and external stakeholders on the actual spent against the approved budget.
• Facilitating of negations process with potential service providers to ensure value for money is obtained in procurement process.
•  Ensure service providers are appointed in line with approved budgets in the bid documents.
• Ensure the SCM system is cost effective and implement process to mitigate a potential fruitless wasteful, irregular and unauthorized expenditure
• Assess and determine the availability of financial resources for the demands identified.
• Identify preferential procurement strategy and appropriate specific goals per commodity in terms of the preferential procurement objectives.
• Develop and maintain demand management plan within the organisation, and ensure data integrity and quality.
• Conduct and oversee the regular benchmarking of demand process quality, and advise on the non-compliance to quality standards.
• Ensure the recording and maintenance of documentation and historical Supply Chain support records as per Standard Operating Procedures.
• Draft contracts as required for approval and signing between the CETA and service providers/  suppliers and ensure compliance with Public Finance Management Act and other CETA requirements and risk protocols (including deliverables and milestones).
• Effectively submit and expedite the contract agreement process to ensure prompt commencement and/or delivery of services.
• Manage, analyse and monitor the contract spend for all projects on behalf of CETA, and provide spend data for the purpose of statutory reporting.
• Maintain contract agreements through regular review meetings and other communication mechanisms to ensure that the service levels are maintained.
• Ensure that payment term negotiations are optimized with all relevant stakeholders to ensure good governance.
• Ensuring that all vendor and contract queries, are resolved or escalated accordingly.
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit requirements.
• Maintain quality risk management standards in line with relevant requirements.
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Review related Standard Operating Procedures in consultation with the Manager: Supply Chain Management to ensure business optimisation.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
• Contribute to the review and update of the CETA policies and procedures.
• Prepare and submit to supervisor accurate, complete and credible monthly reports as required for consolidation and tabling at monthly EXCOs.
• Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
• Apply / implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Attend risk, compliance, ethics and fraud prevention  updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA
• Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of, onto the CETA whistle blowing and fraud prevention hotline.
• Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
• Build and maintain relationships with all CETA business units for the purposes of expectations management and knowledge sharing.
• Provide advocacy on matters related to demand management and forecasting to empower the CETA stakeholders to make informed decisions.
• Represent and participate in the organisation’s committees and tasks teams when required.
• Convene and attend meetings and present findings and business cases to relevant stakeholders when required.
• Implement timeous communication on progress and challenges in achieving the tactical work plans to impacted stakeholders.
• Attend industry related forums, conferences and workshops to gain industry insight for the purpose of business improvement.
• Attend and address all stakeholder queries timeously and effectively.
• Assist stakeholder by directing and guiding them where they require assistance from CETA.
• Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in responsibility
• Ensure that is assisting the business unit to operate within the allocated operational budgets.
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values
• Encourage and incentivise staff to live CETA values.
• Ensure that on-the-job training, learning, and development is taking place
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES:

• Matric/Grade 12.
• B-Degree in Supply Chain Management/ Procurement at NQF Level 7.
• Valid driver's license.

Other requirements:

• 5 - 6 Years in Supply chain Management – Operational
• 2 - 3 Years in Supervising others – Supervisory