Specialist: Supply Chain Management (Gauteng) at Transport Education Training Authority (TETA)

KEY PERFORMANCE AREAS 

Customer Relations

• Ensure that queries from internal and external stakeholders are properly addressed in line with the SCM Policies, escalate if can’t resolve;
• Ensure capacitation of internal stakeholders on SCM policies and procedures;
• Arrange meetings with internal and external clients to familiarize them with SCM legislations and regulations;
• Assist with the establishment of good working conditions with internal and external clients;
• Ensure establishment of good working relationships with Auditor-General staff, Internal Auditors and Finance staff;
• Ensure that relevant information and support is provided to internal and external auditors as well as TETA managers and staff;
• Assist with the compilation of reports for National Treasury like procurement variations, contracts expansions and extensions above 15% for goods and services and 20% for construction related works, etc;
• Ensure that legislated reporting requirements in terms of this function are complied with.

Financial Administration

• Ensure that invoices are submitted to Finance for payment within agreed time-frames;
• Ensure that invoices are reconciled with quotations and purchase orders for correctness;
• Ensure that expenditure is in line with budgeted and committed funds on the Purchase Orders;
• Check and inspect RQF Invoice Control Registers regularly for all processed Requests for Quotation.

Implementation of Demand Management and Budgeting

• Assist with the division’s demand management planning in terms of Procurement Planning requirements;
• Assist with ensuring that National Treasury Instructions, directives and Practice Notes are complied with;
• Ensure analysis and selection of the best sourcing strategies for TETA requirements within the R1m Quotation threshold;
• Assist with the introduction of new motivations for requests that comply with SCM prescripts to eliminate audit findings.

Implementation of Acquisition Management       

• Assist with the development and maintenance of a compliant acquisition management system;
• Ensure that Requests for Quotations are properly sourced and that deviations are approved by the delegated official;
• Assist with ensuring that there are procedures implemented to administer contracts and the out-comes prior to the authorisation of payment certificates;
• Ensure that quotations are sourced from suppliers registered with the Central Supplier Database and maintain a database of TETA panels of preferred suppliers;
• Handle assigned Requests for Quotation, Supplier Administration, processing of Purchase Orders and GRV on the ERP System;
• Assist the SCM Manager with the development of compliant TORs to serve in BSC and BAC for technical RFQs;
• Assist with the facilitation of pre-compliance evaluation for all technical quotations;
• Ensure that service providers recommended for appointment are registered with the CSD and are tax compliant;
• Assist in the drafting and vetting facilitation of Supplier/Service Provider Contracts relating to technical RFQs.

Implementation of logistics and Disposal Management

• Ensure maintenance of effective inventory and disposal management systems;
• Ensure that the Excel Spreadsheet for inventory stock items is continuously updated (Issues / Receipts);
• Assist with the validation of identified obsolete, redundant and unserviceable assets for disposal.

 Supply Chain Performance Management

• Assist in ensuring that set SCM objectives and time-frames are achieved;
• Ensure compliance to policies, procedures, norms and standards;
• Ensure that savings are generated on purchases;
• Ensure that supply of goods and services is operating cost effectively and efficiently.

Audit and Risks Management

• Prepare for Internal and External audits and submit evidence within agreed timeframes;
• Ensure no repeat findings in the AG Management Report and implement corrective action of existing findings.

Management Responsibilities

• Assist with the development, implementation, monitoring and review of the policies, procedures and systems that are compliant with SCM legislation and best practice;
• Assist with the management of projects assigned to the SCM unit;
• Identify and agree on team and individual goals (Signed Performance Agreements submitted on or before the due date set by HR);
• Manage self and staff time, attendance and leave according to the Leave Policy (ESS Leave Trans-actions Report, Self/Staff Attendance registers, and Leave registers);
• Manage staff and personal development (Signed Personal Development Plans for self and subordinates (PDP's), Proof of PDP implementations (attendance.

Manage Personal and Staff Performance

• Supervise, monitor and check performance agreements development and signature;
• Supervise, monitor and check on performance assessments and reviews implementation;
• Supervise, monitor and check on personal development plans submission, approval and implementation;
• Monitor and check on employee capacity needs;
• Handle day-to-day problems encountered by staff.

MINIMUM REQUIREMENTS

Experience and Qualification

• M + 3 Minimum qualification in Commercial/ Logistics/ Accounting Degree/National Diploma/BCOM degree;
• Minimum of 4 years’ experience in a public sector supply chain management environment, 1 of which should at least have been at a supervisory level;
• Public sector experience is non-negotiable.   

 Knowledge and Skills

Knowledge and understanding of:

• Public Sector Supply Chain Management and business systems knowledge including Accounting/Procurement ERP System and MS Office toolkit;
• Financial Management and Management Accounting knowledge;
• Information Technology Management knowledge;
• Programme Management knowledge;
• Relationship Management knowledge;
• Risk Management and Corporate Governance knowledge.