Supply Chain Management Officer REF: AgriS07/10/2023 at Agriseta

JOB PURPOSE

• To ensure implementation of procurement provision of the PFMA, the Preferential Policy Framework Act and other relevant legislation for effective supply chain management at AgriSETA
• The Management of supplier relationship including price, negotiation, planning, production, inventory control and quality control
• Management of the Supply Chain Unit ROLE CONTEXT
• Ensure that goods and services are procured timely for improved service delivery and smooth operation of the SETA.

KEY PERFORMANCE AREAS

FUNCTIONAL OUTPUTS / ACTIONS PROCUREMENT OF GOODS AND SERVICES IN LINE WITH SCM POLICY, TREASURY REGULATIONS, nPRACTICE NOTES, CIRCULARS AND INTRUCTION NOTES

• Source quotation from tax compliant service providers registered on CSD in a set turnaround time.
• Compile RFQ comparative schedules and recommendation for approval
• Generate purchase orders the distribute them to end users and suppliers.
• Ensure and confirm compliance with SCM prescripts.
• Verify if supplier is not listed on restricted suppliers list at National Treasury.
• Ensure that requisitions are approved according to the Delegation of Authority
• Update the RFQ register of all procurement below R1million (update the status on requisition) evaluate and preparerecommendation reports to ensure that compliance has been met daily.
• Verify payment on receipt of invoice. 

BID ADMINISTRATION 

• Ensure the National Treasury Instruction note on enhancing compliance monitoring and improving transparency, accountability in the Supply Chain Management has been implemented in all procurement processes.
• Assist the end user in compiling fair and equitable terms of references or specifications that are in line with the SCM Policy and Procedures
• Compile tender documents.
• Finalising the scoring of each bidder
• Explaining all the scoring processes
• Provide administrative support on all Bid Committees.
• Prepare the memorandum for BEC and BAC
• Prepare all appointment letters for BSC, BEC and BAC (Terms of Reference) for each committee member prior to Bid Committee meetings
• Ensure members complete the Declaration of Interest
• Render secretariat service to bidding committees.

MANAGEMENT

• Prepare SLA’s and submit the contracts for vetting prior to commencement of the contract (attach proof of vetting)
• Ensure that contracts are signed and witnessed by all parties before commencement of services.

TRAVEL MANAGEMENT 

• Assist all employees and external stakeholders regarding travelling logistics (Ensure that travelling is in line with National Travel Policy Framework)
• Book travel through Agencies and send vouchers to the end user prior to travel
• Resolve all after-hours queries
• Respond to internal and external queries
• Make all the necessary travel arrangements on receipt of approved travel requests
• Communicate any changes and updates with agencies, service providers and appropriate parties.

STOCK CONTROL 

• Manage AgriSETA stores.
• Safeguard AgriSETA Inventory (Stationery, Cartridges) and groceries
• Ensure stock is replenished (low stock)
• Responsible for the stock control system for stationery, cleaning materials and consumables
• Quarterly stock counts and keep records.
• Monthly signed inventory register must be in place.

REPORTING 

• Submit reports to the SCM: Manager within stipulated timelines.

AD HOC 

• Any other duties which may be assigned from time to time

INTERNAL AND EXTERNAL

• Internal divisions: All divisions within AgriSETA
• External: Clients of and visitors to AgriSETA. Various Service Providers.

QUALIFICATIONS AND EXPERIENCE

• NQF 6 in Supply Chain Management / Logistics, or equivalent 3 years or more related experience in Supply Chain Management environment

COMPETENCIES

• Computer literacy
• Communication skills
• Knowledge of applicable policies and procedures (SCM)
• Team-orientated
• Dead-line driven