Key Performance Areas
Documentation and procedural applications
Co-ordinates and controls the application of procedures in respect of procurement and/ or purchasing sequences, to ensure laid down guidelines, procedures and controls are conformed, with during the requisition and processing of orders, by:
- Interacting with personnel across various end user departments in respect of specific requirements and priorities.
- Processing of information onto the system in accordance with the requisition and requests received from the user department including allocation of order numbers.
- Printing and obtaining the necessary approval for orders and issuing the order to the supplier and the user department.
- Upon receipt of a RFQ, or tender request, screen amongst others the following: authorization by the appropriate delegated official, use of brand names, splitting of requirements, compliance with SCM policies, laws and regulations, sufficient budget is available and that the commodity is correctly allocated to the correct budget vote, evaluation of criteria in addition to capturing FPQ and tender notices on the ERWAT website or other relevant platforms as required.
- Opening of tenders or FPQs as required and completing of bid opening form to provide evidence that all quotations and tenders have been received on time and are recorded as such.
- Assist with capturing administrative compliance; peruse the evaluation process/reports relating to RFQs and formal tenders when required.
- Communicating with the immediate superior on the status of specific orders and or possible steps necessary to place emergency orders as soon as possible.
- Upon request from the end user department or their supervisors follow up on outstanding deliveries based on orders placed.
- Liaise with the creditors department and end user department in order to facilitate payment to suppliers once goods/services have been delivered.
- Act as an entry point for Request for Proposals (RFPs) from vendors/suppliers with regards to their products, prices and service delivery standards
- Communicating the requirements of ERWAT’s policies to end users and suppliers.
- Keep record of all FPQs and documents in the storage, including both successful and unsuccessful bidders.
- Assist with internal and external audit requirements.
- Run CSD reports as and when required.
- Capture new vendors on the System and keep records of vendor documents.
Non-routine functions of Procurement Officer:
- Attendance of briefing sessions at head office. Participating in discussion at site meetings with Contractors.
- Perform market research of ERWAT goods and services upon request.
- Liaise with contracts management to ensure correct application of contract management principles.
- Visiting premises of business short-listed of preferred suppliers to assess their capability of meeting requirements on request.
- Serve as a Secretariat or Member in Bid Specification Committee and or Bid Evaluation Committee.
- Assist with the preparation of Reports for Committees.
- Serve as Bid Adjudication Committee Secretariat when required.
- Support Specialist during negotiation with suppliers.
Management of Orders (Contracts and FPQs)
Communicating and establishing the capacity and capability of suppliers to meet specific requirements, to ensure suppliers/vendors satisfy the order requirements and delivery deadlines in accordance with the laid down terms and conditions, avoiding disruptions to service delivery, by:
- Obtaining quotations in accordance with guidelines stipulated in the Procurement Policy and procedures.
- On FPQs, evaluate submissions with/without user representative and recommend a supplier complying with the provisions of the laws and regulations governing Supply Chain Management as well as any administrative, mandatory or functionality criteria stated in the invitation to quote/bid.
- Process order with supplier as determined above, ensure that supplier receives and understands order.
- On contracts, process orders from quotations, requisitions, job cards and BoQs received from service providers.
- Handle ad-hoc emergency orders for equipment or parts to ensure that production/repairs/project tasks are not delayed.
- Ensure order terms and conditions are appropriate for the items ordered.
- Procure outstanding requisitions to ensure delivery or re-ordering of equipment.
- Checking quoted prices and specifications against requisitions/requirements of the Departments.
- Interacting with supplier representatives and resolving aspects pertaining to quality, discounts and delivery lead times.
- Obtaining samples of alternative/substitute products and forwarding to departments for approval prior to confirmation.
- Establishing the status of the order after approval through to delivery and communicating with the supplier on issues pertaining to short delivery and damages, once the procurement officer is informed of such an issue by the end user department.
- Communicating with the user departments situations where there is not sufficient budget available to place an order.
- Regular reporting on procurement activities, including updating of the procurement tracker.
- Advice on orders/procurement which is not economical, efficient and effective.
Monitoring and Compliance
Performance checks, not limited to the following, to confirm compliance with the SCM Policy and Procedures, and Laws and Regulations applicable to ERWAT in a formal written evaluation report templates for the various supply chain processes including FPQs and Formal tenders:
- Declaration of interest forms attached and completed where required (MBD forms).
- Up to date municipal account is not in arrears for more than 90 days.
- The tax matters of the bidder is compliant according to SARS.
- The functionality compliance has been fairly performed by screening the work performed based on the technical knowledge of the buyer.
- BBBEE certificates are screened to confirm that they are valid.
- Price point scoring is performed and the number of points earned for BBBEE contributor status level has been correctly added to the price points.
- Supplier registration on the CSD.
- Highest scoring bidder attended mandatory briefing session.
- Highest scoring bidder submitted all information indicated as mandatory.
- Completion and maintenance of register of tenders received in order to confirm that the highest scoring quote was received on or before the closing date of the respective tender
- Before ordering, ensure that procurement is in line with the procurement land and spend analysis and the contract is valid.
- Confirmation that items requested are included in the bill of quantities at the prices specified therein.
Performance of the following functions should nonconformance with specifications (standard of service or quality of delivered products) or terms and conditions of contracts be reported by the end user department:
- Communicate any non-conformance with Specialist for rectification.
- Should the supplier confirm compliance, the transaction will proceed.
Reporting and Recordkeeping
Performs specific administrative tasks/activities associated with the functionality, to ensure administrative reporting requirements and deadlines are adhered to and information made available to support the resolution of queries prior to processing supplier invoices by:
- Resolving queries on pricing/discounts, etc. referring to and making available necessary supporting documentation.
- Preparation and storage of documentation for audit purposes. A register is maintained of FPQs collected by the end user department from SCM for evaluation. An original record of opening forms is also maintained to confirm documents received from the system as an audit trail.
- Scanning and loading of orders with supporting documents onto the shared drive to enable payment by the creditors department.
- Supplier documentation filing for audit trail.
Stakeholder Relations
- Build professional relationships with suppliers to promote maximum availability of equipment and efficient service.
- Build professional relationships with customers/SCM stakeholders (end user departments).
- Attend to all internal and external audit queries and respond within set timelines.
Minimum Requirements:
Minimum qualifications required
- National Diploma in Purchasing or Supply Chain or Internal Auditing or Accounting or equivalent (NQF Level 6)
Minimum operational experience required
- 5 years' experience in Purchasing or Supply Chain Management within the public sector.
- Knowledge and exposure in a Procurement or Finance System i.e. SAP, e-Venus, Solar.
- Experience in Municipal Finance Management Act (MFMA) within a Municipal Supply Chain environment.
Advantages
- Experience in participating in Bid Committees.
- Experience as a Secretariat in Bid Committees.
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Closing Date 28 October 2026
Payroll Processing and Administration
- Oversee and execute the full payroll cycle (monthly, weekly, and/or bi-weekly).
- Ensure accurate calculation of salaries, leave pay, standby allowances, shift pay, and any variable earnings.
- Review and approve payroll reports before final sign‑
- Manage and oversee the end-to-end process, ensuring the accurate and timely processing of employee remuneration and payroll-related transactions, including:
- New appointment and terminations.
- Promotions and associated remuneration adjustments.
- Salary increases and annual remuneration changes.
- Overtime calculations and payments.
- Employee allowances and benefits administration.
- Leave administration and accurate processing of leave-related payroll transactions.
- Verify payroll inputs and maintain employee payroll records to ensure accuracy and completeness
Compliance and Statutory Requirements
- Ensure payroll complies with:
- South African tax laws (SARS)
- PAYE, UIF, SDL, and COIDA
- Bargaining council requirements (where applicable)
- Employment and labour law legislation
- Prepare and submit statutory returns: EMP201, EMP501, UIF declarations, IRP5/IT3(a) certificates.
- Prepare and submit annual Compensation for Occupational Injuries and Disease Act (COIDA) returns.
- Monitor compliance with statutory and regulatory payroll requirements and report non-compliance risks as required.
Payroll Controls, Audit and Reconciliations
- Perform payroll reconciliations including salary control accounts, tax deductions, benefits, pension funds, medical aid, third-party payments and General Ledger accounts.
- Prepare and review monthly payroll reconciliation reports and resolve variances.
- Investigate and resolve payroll discrepancies relating to salaries, deductions, benefits, allowances, overtime and payroll adjustments.
- Calculate and reconcile payroll provisions and accruals including bonuses, leave pay and employee-related liabilities.
- Monitor payroll interfaces between payroll and financial systems to ensure data integrity and accuracy
- Ensure payroll transactions are accurately recorded and balanced within the financial records.
System, Reporting and Data Management
- Maintain, administer and enhance payroll systems to ensure system integrity and operational efficiency.
- Manage payroll system upgrades, testing, configuration and implementations.
- Develop and maintain payroll dashboards and management reports for EXCO, Board and senior management.
- Generate payroll reports including cost-to-company analyses, payroll variances, overtime trends, labour cost reports and workforce analytics.
- Conduct payroll costing exercises and financial impact assessments for organisational restructuring and remuneration scenarios.
- Prepare monthly payroll, executive remuneration, director remuneration, leave and bonus reports.
- Perform payroll analytics and provide data-driven insights to support budgeting, forecasting and workforce planning.
- Ensure the secure handling and protection of payroll data in compliance with POPIA and information security requirements.
- Continuously improve payroll reporting through technology and automation initiatives.
Payroll Governance and Internal Controls
- Establish, maintain and monitor an effective payroll control framework to ensure payroll integrity and accuracy.
- Implement and enforce segregation of duties within payroll processes.
- Manage payroll audit readiness through the maintenance of supporting documentation, audit trails and control evidence.
- Coordinate and support internal and external audits by providing reconciliations, payroll records and responses to audit queries.
- Identify, assess and mitigate payroll-related risks through the implementation of appropriate controls and monitoring processes.
- Ensure adherence to organisational financial controls and governance requirements.
- Conduct regular control reviews and assessments to identify weaknesses and implement corrective actions.
- Develop and maintain payroll procedures and standard operating practices.
- Contribute to the development and review of remuneration and payroll policies.
- Investigate payroll irregularities, control breaches and compliance exceptions and implement corrective measures.
- Address audit findings and monitor the implementation of corrective action plans.
- Maintain payroll documentation for governance, audit and compliance purposes
Payroll Governance and Internal Controls
- Establish, maintain and monitor an effective payroll control framework to ensure payroll integrity and accuracy.
- Implement and enforce segregation of duties within payroll processes.
- Manage payroll audit readiness through the maintenance of supporting documentation, audit trails and control evidence.
- Coordinate and support internal and external audits by providing reconciliations, payroll records and responses to audit queries.
- Identify, assess and mitigate payroll-related risks through the implementation of appropriate controls and monitoring processes.
- Ensure adherence to organisational financial controls and governance requirements.
- Conduct regular control reviews and assessments to identify weaknesses and implement corrective actions.
- Develop and maintain payroll procedures and standard operating practices.
- Contribute to the development and review of remuneration and payroll policies.
- Investigate payroll irregularities, control breaches and compliance exceptions and implement corrective measures.
- Address audit findings and monitor the implementation of corrective action plans.
- Maintain payroll documentation for governance, audit and compliance purposes.
- Provide guidance and training on payroll controls, governance and compliance requirements.
People Management
- Lead, mentor, and manage the team to ensure high performance, accountability, and professional growth.
- Establish clear roles, responsibilities, and performance expectations for all team members.
- Conduct regular performance reviews, provide constructive feedback, and implement development plans.
- Monitor team workload, allocation of resources, and capacity to ensure efficient service delivery.
- Provide guidance and support to team members in handling complex matters across the organisation.
- Address disputes that may arise within the team and other Departmental areas in the organisation.
Process Improvement
- Identify and implement opportunities to streamline payroll operations and improve efficiency.
- Improve payroll processes, workflows and service delivery standards.
- Monitor and enhance process controls to minimise payroll errors and variances.
- Recommend and support the implementation of automation and digital solutions
Requirements
- Degree (NQF Level 7) in Accounting, Payroll, Finance, Financial Management, Commerce, or related field.
- Five (5) years’ experience in a payroll role with payroll systems
- Two (2) years’ experience as a supervisor
- Two (2) years’ experience as a supervisor
- Strong knowledge of SA Payroll legislation, tax rules, and employee benefits
- Payroll Certification (e.g. Payroll Association of South Africa)
- Knowledge of Paterson grading system
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Closing Date 29 October 2026
Description of Job
Operational Management effectiveness
- Manage chemical dosing to ensure process performance, compliance and cost efficiency.
- Manage activated sludge modules/plants for optimal nutrient removal and effluent compliance.
- Manage the operation of trickling filters to ensure compliance.
- Manage schedules for disposal, removal of dried sludge or compost from sludge lands or drying beds.
- Coordinate and manage sludge transport off site and submit cost breakdown.
- Manage sludge feed schedules and monitor and control performance of anaerobic digesters to ensure well stabilized sludge disposed.
- Manage cost effective operation and control of mechanical dewatering plant.
- Prepare schedules for and control frequency and duration of sludge draw off from various modules (primary sedimentation tanks, thickeners, humus tanks, digesters and reactors) as per Standard Operating Procedures.
- Manage all processes and equipment and ensure corrective action is taken when necessary.
- Manage and record all process changes on plant.
Financial Effectiveness
- Manage variable costs through optimization and efficient operation of all modules.
- Report to Works Manager any financial deviation, which might occur as a result of plant operation anomalies.
- Assist in compiling plant operational and capital budgets
Quality effectiveness
- Manage the implementation of Incident Management Protocol for any incident
- Manage sample schedules and process sampling and liaise with Laboratory to perform ad hoc sampling when required.
- Ensure implementation of all SOP’s, review and adjust when necessary
- Ensure Lab analysis results are interpreted correctly and subsequent process adjustments are performed.
- Ensure all documentation required for Green Drop program is compiled and presented to auditors
Administrative effectiveness
- Compile daily/weekly/monthly and quarterly reports in terms of process performance, compliance and efficiencies.
- Record all incidents and spillages according to the ERWAT incident management protocol.
- Assist with compiling of specifications and scopes of works and assist with the evaluation of quotations received.
- Verify calculation of overtime /short time hours worked of shift workers.
- Generate all ad-hoc, break downs and planned Work Orders according to Maintenance Programme
Subordinate effectiveness
- Supervise all subordinates to ensure the efficient and cost-effective operation of the plant.
- Manage shift rosters and leave to ensure availability of staff at all times as required.
- Assist with training and mentoring of subordinates, in-service trainees and graduates.
- Convey management decisions and instructions to subordinates/shift leaders.
Safety/ Health, Environmental and Risk requirements
- Ensure OHS Act and applicable Regulations, ERWAT safety policy, procedures, signs and instructions to prevent incidents and accidents.
- Ensure good housekeeping.
- Assist with compiling of SOP’s and ensure implementation thereof.
- Ensure daily toolbox talks are conducted.
- Assist with review of plant risk register and identification of emerging risks.
- Ensure implementation of mitigating controls.
- Report any incidents /accidents and near misses as per IMP
Minimum Requirements:
- Wastewater Treatment NQF 5 and 8 years’ relevant experience of which 2 years’ experience on Process Controller level or equivalent.
OR
- National Diploma, National Technical Diploma, NTC VI or BSc Degree (all in appropriate field) and 6 years’ experience of which 2 years at Process Controller level or equivalent.
Special Requirements
- Registration with DWS as a minimum class V process controller
- Driver’s license
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Key Responsibilities
Maintenance Planning and Service Delivery
- Develop detailed work plans for approved maintenance activities.
- Prepare weekly, monthly and annual maintenance schedules in consultation with the Maintenance Manager, Operations and relevant technical personnel.
- Translate approved maintenance strategies, preventative-maintenance requirements and reliability engineering recommendations into executable work
- Apply approved asset criticality and maintenance priorities when preparing work plans and schedules.
- Determine the sequence, duration and resource requirements of planned work based on available technical information and historical maintenance data.
- Maintain an appropriate balance between planned, preventative and corrective maintenance in accordance with the approved maintenance strategy.
- Coordinate maintenance schedules with Operations to minimise disruption to plant processes and service delivery.
- Prepare and maintain shutdown and major-maintenance schedules for approved interventions
- Monitor schedule changes and update maintenance plans accordingly.
- Escalate scheduling conflicts, resource constraints and risks to the Maintenance Manager.
Maintenance Work and Management Readiness
- Ensure maintenance work is adequately defined before being scheduled for execution.
- Confirm availability of materials, spares, services and other identified resources before scheduled execution.
- Coordinate with Maintenance Manager regarding procurement requirements and lead times affecting planned maintenance.
- Identify and record constraints preventing work from being executed as scheduled.
- Maintain a Ready-to-Execute status for planned work.
- Escalate unresolved work-readiness constraints to the Maintenance Manager.
- Review incomplete work and determine the planning actions required before rescheduling.
- Maintain and monitor the maintenance backlog, including ageing and priority categories.
- Identify overdue critical and high-priority work for escalation.
- Track the mean time to repair and formulate interventions to improve it.
CMMS and Maintenance
- Monitor planned versus completed maintenance.
Information Management
- Monitor preventative-maintenance compliance.
- Monitor maintenance schedule compliance.
- Analyse maintenance backlog and backlog ageing.
- Monitor planned versus actual labour hours and work duration.
- Monitor planned versus actual maintenance expenditure.
- Prepare maintenance workload forecasts.
- Identify trends affecting maintenance delivery.
- Provide information to the Maintenance Manager to support corrective action.
- Prepare regular maintenance planning reports and dashboards.
- Benchmark maintenance planning practices and recommend improvements.
Reliability Engineering Support
- Provide accurate maintenance history, failure information and work-order data to Reliability Engineering.
- Identify repetitive and recurring maintenance work for review.
- Flag potential chronic equipment problems and repeat failures to the Reliability Engineering Manager and Maintenance Manager.
- Incorporate approved reliability interventions into maintenance plans and schedules.
- Schedule approved RCM, RCA, predictive-maintenance and condition-monitoring interventions.
- Track completion of approved reliability-related maintenance actions.
- Provide maintenance planning information required for reliability reviews.
- Support the implementation of approved preventative-maintenance optimisation recommendations.
- Support periodic review of maintenance demand against approved maintenance resources.
Financial and Cost Management Support
- Support the preparation of maintenance budget requirements using historical and planned maintenance data.
- Provide information required to assess the impact of funding constraints on the maintenance plan.
- Prepare cost estimates for planned maintenance activities.
- Monitor planned versus actual maintenance costs at work-order level.
- Identify significant cost variances and provide information to the Maintenance Manager.
- Prepare maintenance expenditure forecasts based on approved maintenance plans.
- Ensure maintenance expenses are allocated to the correct maintenance cost centres.
- Provide information to support monthly and quarterly maintenance financial reporting.
- Identify procurement and material constraints that may affect maintenance expenditure and schedules.
Asset and Maintenance Master Data
- Maintain maintenance-related equipment and task information in the CMMS.
- Provide Asset Management Unit with information regarding asset additions, replacements, modifications, disposals and equipment configuration changes identified through maintenance activities, and ensure that the same information is updated on the CMMS.
- Identify gaps in asset and equipment information that affect maintenance planning.
- Ensure maintenance history remains linked to the correct asset.
Managing Resources and Personnel
- Ensure information on the Maintenance System is maintained
- Ensure the maintenance of a filing system.
- Ensure adherence to Governance and Standards
- Determine performance standards for subordinates and manage the performance evaluation process including the establishment of training needs, the monitoring of improvements/deterioration and the implementation of appropriate actions to reward or rectify behaviour.
- Implement Human Resources policies and procedures to control/regulate team conflict and/or initiate corrective measures and consultation processes to address deviations from standards.
Procurement Support
- Develop maintenance scopes, technical descriptions, quantities and planning information for approved outsourced work.
- Provide technical input required for maintenance procurement specifications.
Minimum Requirements
- NDip (NQF Level 6) or BTech (NQF Level 7) or BSc /BEng Degree (NQF Level 8) in Mechanical /Electrical/Industrial Engineering or equivalent
- 3 years' experience in an Engineering field with a minimum of 2 years' working experience in a maintenance planning or/and scheduling field.
- Experience in the use of a Computerized Maintenance Management Systems (CMMS)
- Plant maintenance experience, including knowledge of preventative maintenance techniques, workflow processes and plant technology
- Exposure to plant maintenance in a wastewater management environment.
- Experience in Supply Chain with a focus on compiling bid specifications
- Contract Management experience
- Valid Driver's Licence
- Ability to work under pressure
Added Advantages
- Project Management Certificate
- Maintenance Planning and Scheduling Certificate
- Managerial experience
- Trade Test Qualification as a Millwright, Electrician, Fitter, or Instrumentation Technician
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