Active Jobs at Housing Development Agency (HDA)

Main Purpose: 

• To provide unemployed graduates, especially from tertiary (University and Universities of Technology) institutions with valuable work experience and skills in the construction and human settlements sector, and to enhance their employability by providing them with internship opportunities in the public service.

Graduates in the following disciplines should apply:

• Degree in Facilities Management / Occupational Health & Safety / Property Management or similar.
• Only candidates residing in Johannesburg with no internship or work experience may apply.

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Key Performance Areas:

Governance and Administration

• Participate in the development of SCM Policies and Operating Procedures making sure they are aligned with applicable legislation.
• Assist with Audit queries both internal and external and make audit queries are resolved.
• Monito compliance with SCM Policy and Procedures by all HDA employees.

Demand Planning

• Develop and / or participate in the development of the supply chain strategy for the organization.
• Develop annual plans with prioritization and resourcing.
• Oversee organization wide management of the strategic sourcing, procurement, contracting, and evaluation of services.
• Manage and / or execute procurement related functions (e.g., develop and implement contract management and procurement frameworks, sourcing strategies, negotiate agreements, draft and manage contracts, etc.).
• Develop and implement new systems, best practices, inventory control, demand planning, and other optimizations to meet the HDA’s sourcing requirements.

Tender Process Management

Tender Activation

• Ensure all tenders / bids requested are duly approved and that are budgeted for and listed on the Procurement Plan.
• Ensure that end user submit a complete and duly approved request for tender / quotation which in duly approved.
• Tender Documentation Preparation and Advertising
• Establish industry based tender compliance requirements (e.g. CIDB, NHBRC) through reviewing scope of the terms of reference and integrating the compliance requirements into the tender documentation as required.
• Distribute the draft tender advert template to facilitate the line manager drafting a tender advert.
• Place advert in appropriate media for the required time.
• Tender/Proposal Receipt
• Receive tenders/proposals either through email or hard copy submitted tenders, implement the required tender receipt management process.
• Review submitted tenders/proposals for SCM compliance through checking submissions against the requirements defined in the Terms of Reference or Calls for Proposal.
• Prepare a report highlighting the compliant and non-compliant submissions with explanations to the Bid Evaluation Committee.

Bid Committees

Bid Specification and Calls for Proposals

• Schedule and convene Bis Specification Committee and ensure that all specification are drawn / tabled at BSC for approval.
• Participate in and provide advice at Bid Specification meetings to ensure that SCM policies are complied with for tenders.
• Provide advice in the development of Calls for Proposal to ensure that SCM policies are complied with
• Take minutes if/and when required.
• Bid Evaluation Committee
• Schedule and convene a Bid Evaluation Committee through identifying key participants and distributing relevant materials.
• Minute the Bid Evaluation Committee meeting through capturing the key aspects of the evaluation discussion.
• Provide advice on compliance and SCM related matters as required at the Bid Evaluation Committee meeting.
• Apply the BEE and Pricing formulae to the tenderers that meet the Bid Evaluation assessment criteria and identify the highest rated tenders.
• Prepare the packs for the Bid Adjudication Committee.
• Bid Adjudication Committee:
• Manage the approval, signature and storage of BAC minutes and reports.

Bidder Communication

• Manage the communication of the outcome of the BAC or Proposal Review process with successful and unsuccessful bidders in line with the established policy.
• Deal with any queries from bidders related to tender/proposal outcomes.

Contract Management

• Employ appropriate contract management practices.
• Conduct SCM compliance checking of contracts that have been awarded and contracts on the contracts register to ensure compliance with the SCM policy.
• Manage the loading of contracts onto the contract management system.
• Maintain the contract register for tenders through updating register with all contract changes monthly.
• Oversee contract administration process.

Supplier/Service Provider Management

• Address any supplier database errors with the Procurement Administrator.
• Approve the sharing of the HDA service providers and preferred suppliers with all HDA staff through the intranet.
• Manage the validity of compliance data for preferred suppliers through ensuring that relevant documentation is provided and updated annually.

Vendor System Management

• Manage the loading of approved vendors onto the vendor system in line with the defined contract nature and SCM requirements.
• Manage the issuing purchase orders for loaded and approved vendors to ensure they are complaint with the SCM requirements.
• Approve purchase orders for procurement in line with the delegated authority level and SCM policy requirements.
• Manage the annual vendor details validation and updating process through checking the accuracy of information captured.

Reporting and Administration

• Compile reports as required including:
• Procurement reports.
• BEE and SMME reports.
• Contract register reports.
• Contract spend reports.
• Undertake all required administration as necessary.

People Management

• Select, assign, lead and manage people.
• Set clear objectives for self and others and measure achievements against these objectives through implementation of the performance management system.
• Build and manage relationships with staff members.
• Manage and support staff development.
• Develop and manage the implementation of succession plans for key individuals and critical positions.
• Implement the HDA HR policies and procedures as required.
• Manage risks and address issues as they arise.

Qualifications & Experience

• Relevant degree or equivalent in SCM or similar.
• Public sector procurement experience is essential.
• Experience in Capital Projects and Contract Management.
• Computer literate.
• Minimum 7 years public procurement experience.
• CIPS Registration.