Supply Chain Specialist at Financial and Fiscal Commission

MINIMUM REQUIREMENTS

• Bachelor Degree in Finance.
• In addition, a certificate/ diploma in Procurement Management or Supply Chain.

EXPERIENCE

• 5 years relevant experience in Supply Chain Management of which 2 years must have been at Government Procurement or Supply Chain environment on a supervisor level.
• Experience in implementing supply chain management legislation.
• Experience in drafting contracts and contract management.
• Intermediate to advanced computer literacy.
• Experience in Sage 200 and Sage 300 software systems.
• Excellent report writing skills and communication skills.
• Project management and organisational skills.
• Ability to maintain high level of confidentiality and top secret.

PERFORMANCE AREAS

SUPPLY CHAIN POLICIES AND PROCEDURES

• Review and Monitor Supply Chain Policies, Procedures, Standard Operating Procedures, Procurement Plan and relevant governance documents.
• Ensure implementation of Supply Chain Management (SCM) prescripts.
• Manage compliance deviations and implement corrective actions where applicable.
• Ensure that the contract register is updated and maintained at all times.

DEMAND MANAGEMENT

• Develop and Collate the annual FFC Procurement Plan in line with the approved budget to ensure that the annual performance plan is supported.
• Ensure implementation and coordination of Preferential Procurement legislative prescripts.
• Compile gap analyses and resolve any identified gaps in the Supplier database on the Accounting System (Sage Evolution).
• Perform Demand Management and Market Analysis and efficient and effective procurement strategies for the approved procurement plan.
• Provide ongoing in-house staff training on procurement policy and procedures and arrange for Bid committees training where required.
• Facilitate the FFC tender processes.

ACQUISITION MANAGEMENT

• Implement acquisitions in line with the standard operating procedures.
• Ensure that the request is in compliance to the Terms of reference and procurement plan, and Terms of Reference.
• Ensure that all acquisition is done in accordance to the legislative prescripts and that segregation of responsibilities is maintained at all times.
• Ensure that purchase orders are completed appropriately and signed off by the delegated authority.
• Maintain the Central Supplier database and e-tender platforms of the FFC.
• Ensure proper record keeping and archiving all supply chain documentation.

CONTRACT MANAGEMENT

• Draft award letters and ensure that they are signed by the delegated authority.
• Draft contracts and Service Level Agreements and ensure that these are duly signed and filed.
• Develop, implement and maintain a contract management process to ensure that contracts and amendments to contracts are in writing and contract terms are in accordance with applicable standards and statutory requirements.
• Develop systems and processes for supplier evaluation and monitoring.
• Attend Contract Management in accordance to its terms and conditions.
• Ensure compliance with contracted requirements and deliverables

SCM COMPLIANCE AND RISK MANAGEMENT

• Monitor the adherence to and act upon non-compliance with the Supply Chain Management policy by designing internal control documents and implementing process and document reviews.
• Ensure the identification and mitigation of procurement risks.
• Ensure that all approved suppliers meet compliance requirements of relevant legislation.
• Ensure the maintenance of non-compliance, irregular and fruitless and wasteful expenditure registers in compliance to National Treasury guidelines.
• Collate and monitor procurement budget and reporting.
• Provide Reports promptly including reports on noncompliance, irregular and fruitless and wasteful expenditure in line with National Treasury reporting requirements.
• Maintain the action audit Improvement Plan for Supply chain and ensure that findings are rectified and the internal control environment is strengthened.
• Identify potential regulatory and non-regulatory supply chain risks through ongoing risk assessments.
• Maintain a comprehensive risk management framework across Supply Chain.
• Assist to maintain the asset register.