Current Jobs at Housing Development Agency (HDA)

Responsibilities

• Assist with coordinating and facilitating the mantainance of the HDA infrastructure, buildings and assets.

Requirements

• Degree in Facilities Management/Occupational Health & Safety/ Property Management or similar.

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Responsibilities

SCM Governance, Compliance and Administration

• Ensure good governance and compliance by developing and reviewing procurement policies, procedures and practice notes in accordance with PFMA, Treasury Regulations and SCM Guidelines, including CIDB and NHBRC, where applicable.
• Management of the audit process of the SCM Unit to ensure the audit is completed timeously and avoid limitations of scope.
• Preparation and submission of SCM reports to EXCO timeously
• Train Head Office and Regional offices on the HDA SCM policy and procedures to ensure compliance and alignment with PFMA
• Review standard bid documents to ensure that they are up-to-date and efficient
• Monitor the policy developments and standard bid documents that govern the SCM policies and procedures to ensure that they are up-to-date and efficient.
• Ensure that all HDA staff adhere to the procurement policies and procedures and to CIDB and NHBRC best practice.
• Ensure communication of procurement decisions are communicated to service providers and understood.
• Ensure that all procurement, operational and capital, is fair, equitable, competitive and cost effective by reviewing SCM reports.
• Provide advice on procurement related processes and procedures.
• Ensure supplier database, pre-qualifying lists and panels, is compiled and available in accordance with requirements (CSD – National Treasury)
• Manage the BBBEE Practice note
• Monitor BEE/SMME stats and ensure compliance to H DA targets.
• Manage the SCM and contracts register to ensure that all compliance issues have been dealt with timeously.
• Report and monitor on all purchases conducted in the regions
• Conduct quarterly audits in all regions in terms of compliance to SCM policies and procedures

Strategic Tender and Procurement Oversight

• Provide strategic oversight of the end-to-end tender and procurement lifecycle, ensuring alignment with organisational priorities, procurement planning, and regulatory requirements.
• Ensure that bid committee structures are appropriately constituted, governed, and aligned to SCM legislative and policy frameworks.
• Oversee the development and application of compliant and standardised tender documentation, including incorporation of sector-specific requirements (e.g. CIDB, NHBRC).
• Approve procurement strategies, tender advertisements, and bid documentation to ensure completeness, compliance, and alignment with procurement objectives.
• Ensure effective procurement planning through the development and monitoring of an SCM calendar aligned to organisational needs.
• Oversee compliance screening of bids and ensure that evaluation processes are conducted in a fair, transparent, and defensible manner.
• Provide high-level guidance on preferential procurement application, including BBBEE and pricing methodologies.

Bid Adjudication and Governance Leadership

• Serve as a strategic advisor and member of the Bid Adjudication Committee, ensuring that procurement decisions are compliant, transparent, and aligned to governance requirements.
• Provide oversight and guidance to all bid committees to ensure procedural integrity, consistency, and compliance across the organisation.
• Ensure that all bid adjudication processes are supported by accurate, complete, and compliant documentation and reporting.
• Facilitate the resolution of procurement-related disputes, queries, and escalations in line with policy and legal requirements.
• Ensure that all procurement decisions are properly documented, approved, and auditable.

Contract Governance, Compliance and Risk Management

• Provide strategic oversight of contract management processes to ensure that all contracts are compliant, valid, and aligned with procurement policies and legal requirements.
• Ensure the integrity, completeness, and accuracy of the contract register and contract management systems.
• Oversee the identification, monitoring, and mitigation of procurement risks, including irregular, fruitless, and wasteful expenditure.
• Manage deviation processes and provide strategic support to the CFO in addressing non-compliance and governance risks.
• Ensure that contract compliance monitoring processes are implemented and adhered to across the organisation.

Vendor and Procurement Systems Oversight

• Provide strategic oversight of vendor management systems and procurement platforms to ensure data integrity, compliance, and system effectiveness.
• Ensure that vendor onboarding, validation, and maintenance processes are aligned with SCM requirements and governance standards.
• Approve vendors, purchase orders, and contracts within delegated authority, ensuring compliance with internal controls.
• Oversee continuous improvement of procurement systems to enhance efficiency, transparency, and control.

Stakeholder Engagement and Communication

• Oversee and ensure effective communication of procurement decisions, outcomes, and processes to internal and external stakeholders.
• Provide strategic engagement with suppliers, government institutions, and internal business units on procurement-related matters.
• Ensure that procurement-related queries, disputes, and escalations are managed professionally and in accordance with SCM policies.

Vendor System Management

• Oversee the loading of approved vendors onto the vendor system in line with the defined contract nature and SCM requirements
• Manage the issuing of purchase orders for loaded and approved vendors to ensure they are complaint with the SCM requirements
• Manage the annual vendor details validation and updating process through checking the accuracy of information captured
• Review the updating of vendor details when changes occur and are identified
• Approve vendors in the AccPac system.
• Approve purchase orders created, within delegated power
• Approve contracts loaded, within delegated power

People Management and Leadership

• Provide leadership and strategic direction to the SCM function, including managing direct reports and broader SCM teams.
• Drive performance management, capability development, and succession planning within the SCM unit.
• Foster a culture of compliance, accountability, and continuous improvement within the SCM environment.
• Ensure alignment of SCM team outputs with organisational objectives and governance requirements.
• Provide coaching, guidance, and technical support to SCM staff and regional stakeholders.

Requirements

• Bachelor’s degree (NQF Level 7) in Supply Chain Management, Procurement, Business Management, Public Administration, Commerce, or a related field.
• Postgraduate qualification (NQF Level 8) in Supply Chain Management, Procurement, Finance, Public Management, or an MBA / relevant management qualification will be an added advantage.
• Professional registration or membership with a recognised procurement or supply chain management professional body, such as the Chartered Institute of Procurement & Supply (CIPS) or equivalent, demonstrating adherence to professional standards and ethical procurement practice will be an added advantage.
• 8–10 years’ relevant experience in Supply Chain Management, with at least 3 years at a management level.
• Proven experience managing a full SCM function within a public sector or public entity environment.
• Advanced knowledge of Public Finance Management Act (PFMA) and applicable Treasury Regulations.
• Knowledge of SCM digitisation, contract management systems, and procurement will be an added advantage.
• Demonstrated experience in procurement governance, policy development, and bid committee oversight.
• Experience in contract management, compliance monitoring, and supplier / vendor governance.
• Proven ability to interpret and apply procurement legislation, regulatory frameworks, and governance requirements.
• Experience in managing audit processes, addressing findings, and strengthening internal controls.
• Demonstrated leadership experience in managing teams and driving performance across SCM operations.
• Knowlegde of asset management governance within the public sector context.
• Experience in managing procurement risk, including irrgeular expenditure and compliance deviations.
• Valid driver’s licence.

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Responsibilities

Order Management

• Daily management of procurement to pay process for all provinces
• Receive and assess requisitions with the purpose of determining the procurement strategy to be used
• Issue and place request for quotations in the relevant media and HDA website
• Evaluate supplier offers in line with the Preferential Procurement Policy framework Act and the HDA Supply Chain policies and procedures
• Identify and analyse commodities with the objective of creating contracts
• Expediting on outstanding orders
• Compile monthly purchase order reports
• Report on savings, cost reduction and avoidance
• Keep all documents (Requisitions, quotations and orders) together for filing purposes
• Provide support to HDA staff in the interpretation, implementation and procurement policy for purchases under R1 million

Request For Quotations Management

• Place adverts in appropriate media for the required time period
• Preparing, issuing of RFQ documents
• Receive and register RFQ documents
• In conjunction with user departments, evaluate supplier offers and recommend
• Provide guidance to the end users in terms of the RFQ procedures
• Confirm SLA’s are in place prior to formal appointment where applicable (i.e services)
• Compile and prepare SCM report after evaluation of bids

Vendor Management

• Coordinate the loading and updating of vendors into the Sage 300 system
• Manage the rotation of vendors
• Report on non-performance by vendors to SCM Manager

Contract Maintenance

• Verify documents received against contract checklist
• Follow-up on outstanding contracts and all relevant documentation
• Report on contracts that are about to expire and action taken to the relevant manager
• Update contract register
• Safekeeping ad filing of contracts
• Draft standard contracts for approval
• Loading of approved contracts on ACCPAC

Bid Committees Administration

• Compile Bid Adjudication Committee packs after evaluation
• Taking of minutes at the Bid Specification Committee
• Reviewing the terms of reference for approval.
• Minutes taking at BSC if required

Administration and Filing

• Update of the HDA website with all adverts, calls for proposals and proposal awards
• Monitor movement of contracts
• Document management and filing of contracts

Requirements

• National Diploma in Procurement, Purchasing / Logistics and Supply Chain Management
• 3 years SCM / Procurement experience
• Competent in MS Outlook, Excel intermediate, PowerPoint intermediate and Word intermediate
• Competent at ACCPAC
• Good communication, analytical and administrative skills
• Knowledge of PFMA, PPPFA and National Treasury Regulations, Broad Based Black Economic Empowerment (BBBEE)

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Responsibilities

Tender Process Management 

Bid Specification and Calls for Proposals

• 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 required

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 period

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 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 Management

• 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.
• Refer any queries from bidders related to tender/proposal outcomes to SCM and Contracts Management.

Contract Management System

• 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.

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 between R30 000 and R100 000 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.

Qualifications & Experience

• Degree in Procurement, Supply Chain, or Logistics
• Knowledge of PFMA
• Computer literate
• Minimum 5 years public procurement experience