Procurement and Assets Officer at Health Systems Trust

PURPOSE

• The Health Systems Trust (HST) seeks to appoint a qualified and experienced Procurement and Assets Officer to support the effective implementation of a National Department of Health (NDoH)-funded Global Fund programme.
• The incumbent will be responsible for ensuring that all procurement and asset management activities are conducted in full compliance with the Public Finance Management Act (PFMA), National Treasury Regulations, Global Fund Procurement and Supply Management (PSM) Guidelines, and NDoH contractual requirements.
• The role requires a strong focus on value for money, transparency, audit readiness, and robust internal controls, ensuring full accountability in a donor-funded environment.

RESPONSIBILITIES
Procurement Management

• Implement procurement processes in line with approved grant budgets, workplans, and procurement plans
• Develop, maintain, and track procurement plans and pipelines to ensure timely delivery
• Conduct fair, competitive, and transparent procurement processes, including RFQs, quotations, RFPs, and tenders
• Prepare complete procurement documentation as secretariat to procurement committees, including: Bid documents, Evaluation reports, Adjudication records, Motivation memoranda
• Ensure compliance with PFMA, National Treasury Regulations, Global Fund requirements, and NDoH obligations
• Conduct supplier due diligence, including: Tax compliance, BBBEE status, Conflict of interest declarations, Central Supplier Database (CSD) verification, Standard Bidding Documents (SBD) forms for all transactions with suppliers
• Manage supplier contracts and service-level agreements
• Monitor procurement expenditure against approved budgets and plans

Asset Management and Control

• Establish and maintain a comprehensive, accurate asset register in line with Global Fund and NDoH requirements
• Ensure all assets are properly tagged, recorded, and tracked using unique identifiers
• Conduct regular physical asset verifications and reconcile against asset registers
• Track asset allocation, movement, location, and condition across programme sites
• Maintain complete supporting documentation for all assets (e.g. invoices, delivery notes, asset handover forms)
• Ensure compliance with asset management policies, including disposal procedures and donor approvals
• Support asset reporting for audits, donor reviews, and internal governance processes

Supplier and Stakeholder Management

• Monitor and evaluate supplier performance and address non-compliance where necessary
• Maintain professional relationships with suppliers, internal stakeholders, and NDoH/Global Fund structures
• Support co-ordination across departments and provide information and reports on procurement and asset management for Global Fund project to programmes, finance and other stakeholders across HST

REQUIREMENTS
Qualifications

• Bachelor's Degree or Diploma in Supply Chain Management, Procurement, Public Administration, or a related field

Experience

• Minimum of 3-5 years' experience in procurement within an NGO/NPO, public sector, or donor-funded environment
• Demonstrated experience in Global Fund-supported programmes (essential)
• Sound working knowledge of PFMA and National Treasury Regulations
• Experience in asset management and asset register control in a donor-funded environment
• Experience working within NDoH-funded or public health programmes will be advantageous
• Experience using procurement and/or asset management systems or databases e.g. AssetZure

Competencies and Skills

• Strong understanding of compliance, governance, and donor accountability requirements
• Excellent administration skills
• High level of integrity, ethical conduct, and attention to detail
• Ability to work under pressure and meet strict donor deadlines
• Strong analytical, problem-solving, and organisational skills
• Effective communication and stakeholder engagement abilities
• Ability to function in a multi-stakeholder environment, including donors, government, and internal teams

Additional Requirements

• Willingness to undergo reference checks and verification processes
• Required to sign confidentiality and conflict of interest declarations