Supply Chain Administration Officer at Gauteng Partnership Fund

KEY PERFORMANCE AREAS

The incumbent is expected to deliver on the following detailed key performance areas:

Providing guidance on Supply chain aspects

1. Provides guidance to all staff members on Supply Chain aspects

Ensures alignment with relevant legislation

1. Compliance to all relevant Supply Chain legislation
2. Compliance to all internal policies and procedures with regard to Supply Chain Management

Procurement     

1. Capturing requisitions
2. Ensure that requisitions are approved and that finance checked the availability of funds before the order is processed
3. Source quotations for goods and services from suppliers listed on the National Treasury Supplier database (CSD) as per specifications in compliance with regulations
4. Evaluate quotations received 
5. Printing of CSD reports
6. Generating purchase orders
7. Comparing documents received against the checklist
8. Ensuring compliance requirements in terms of SCM thresholds
9. Liaising with internal and external stakeholders

Bid Administration

1. Prepare and compile bid documents
2. Assist in the advertisement of bids
3. Receive tender documents and prepare a compliance checklist for each tender document received
4. Administer compliance in line with the General Conditions of Contract
5. Assist with rendering administration and providing administrative support to the Bid Committees
6. Render secretariat functions during Bid Specification, Bid Evaluation and Bid Adjudication Committee meetings and ensure that all proceedings are records manually and electronically
7. Prepare minutes for all bid committees and ensure that all committee members sign them off
8. Assist in preparing Bid Evaluation and Bid Adjudication reports
9. Assist in preparing appointment letters to bidders
10. Assist with administering any other activities pertaining to bid administration and any SCM administration work.

Purchasing:

1. Maintain and update Purchase Requisition status report
2. Recommend suitable Suppliers for procuring goods/services
3. Select Suppliers based on prescribed criteria (Description, Price, Lead times, etc.)
4. Send RFQ's to approved Suppliers
5. Receive and evaluate all quotations and make recommendations
6. Create, issue, modify and process Purchase Orders
7. Place orders with Suppliers for goods and services required
8. Monitor Suppliers to assess and validate timeliness of delivery in accordance with purchase order and contractual requirements
9. Identify potentially overdue deliveries and report to the end-user
10. Contest and dispute late deliveries and if necessary, cancel orders and place new orders with alternative Suppliers
11. Communicate with end users on status of Purchase Orders and potential delays
12. Conduct expediting activities where required, monitor and control supplier delivery and update the Supply Chain Management System
13. Coordinate returns of non-compliant goods to Suppliers (Credit Notes, etc.)

Records Management

1. Accurate filing of all Supply Chain documentation

Maintaining of meetings records

1. Preparation and facilitation of committee meetings as and when required
2. Taking of accurate minutes at Supply Chain committees’ meetings
3. Attends Management meetings during line manager absence

Receipting

1. Receipt of invoices with timely processing
2. Supporting documentation for requests, quotes, bids, invoices etc. to be attached to all relevant submissions and reports
3. Receipt Purchase Orders on the system and capture Invoices on the system
4. Follow up on outstanding items and attend to Supplier queries
5. Forward all receipting documentation to Finance for processing of payments

Teamwork

1. Ability to work closely with others
2. Being pro-active in assisting others
3. Contribution to Finance/Supply Chain Management meetings and brain storming sessions
4. Mentoring and coaching of interns and other staff members from time to time
5. Performing priority tasks during co-worker’s absence
6. Provides management with information as requested during line manager absence

Ad-hoc duties

1. Assignments from the Manager: SCM/CEO/CFO as and when required

Requirements

APPOINTMENT REQUIREMENTS

1. A 3-year National Diploma in Logistics, Supply Chain Management, Purchasing Management or equivalent qualification at NQF level 6
2. Ideally: a relevant Degree in Logistics, Supply Chain Management, Purchasing Management, or equivalent qualification at NQF 7
3. At least 2 years of work experience as a Supply Chain Administrator
4. Knowledge of SAGE PASTEL will serve as an added advantage
5. Knowledge of PFMA, Treasury regulations and other relevant legislative frameworks is essential.