Procurement Officer

Found in: beBee S ZA - 2 weeks ago

Gauteng Johannesburg, South Africa Wits Health Consortium Full time
Wits Health Consortium’s job vacancy, Career and Recruitment

Job title : Procurement Officer jobs in Gauteng

Job Location : Gauteng, Johannesburg

Deadline : April 12, 2024

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Advert reference number: UM 08-2024

Main purpose of the job:

To facilitate the purchasing and receiving of goods for Wits RHI projects through the operations department and to develop and maintain effective working relationship with suppliers.

Key performance areas

Source suppliers according to the organisation’s criteria and standards. Obtain relevant information and documentation from suppliers. Develop and maintain a preferred suppliers list. Negotiate discounts on volume-based orders and payment terms. Advise suppliers of Wits RHI payment terms and conditions. Maintain sound working relationship with suppliers. Negotiate contracts and agreements with agencies, providers, and suppliers in conjunction with Wits RHI contracts department. Monitor agencies and provider deliveries and performance. Be informed and comply with Wits RHI, donor, and provider’s requirements. Manage the procurement processes which includes but is not limited to procurement, follow up on payments, petty cash, stock control, meeting and events, special projects, and audits. Oversee purchases of small value items through petty cash. Receive purchase order requisitions, including email requisitions to purchase consumables and/or equipment/assets. Obtain quotations from suppliers according to relevant policies and procedures. Check quotations against individual project budgets prior to orders being placed. Request for duly authorised purchase orders, supporting documentation and approved invoice. Follow-up on outstanding purchase orders. Place orders timeously and at the best possible price with preferred suppliers. Create Payment requisition vouchers (PMVs) and obtain approved signatures prior to submission to finance department. Follow up with finance department to ensure payment. Follow-up with suppliers on delivery of goods. Take delivery of goods and ensure correct per order and in good condition. Check that all documents are accurate and correct i.e. purchase orders, quotations, invoices, payment requisition vouchers (PMVs), delivery notes etc. Provide feedback to stakeholders on consumables ordered / received and ensure relevant documentation is completed. Copy and file relevant documentation and correspondence. Provide inputs into protocol and other budgets in collaboration with the CRS leader and Finance Department. Direct and co-ordinate budget and financial activities within the department and scope of operations. Regularly review budgets and financials ensuring cash flow for business objectives within the operations scope. Perform petty cash reconciliations daily. To reconcile invoices and participant reimbursement Reconcile credit card expenditures monthly. Implement an effective Asset Management System and effectively manage Wits RHI assets (i.e., building, vehicles, and equipment) to ensure optimal and cost-effective utilisation. Liaise effectively with the Finance Team and Management regarding all financial matters. Participate in and/or facilitate meeting/s when required to ensure financial stakeholder relations are maintained. To oversee facilities and equipment including liaising with service providers for calibrations & repairs Liaising with IT department. To ensure occupational health and safety effectively implemented, maintained, and managed within the Site. To arrange access for external delegates as when required. To relieve at reception as and when required. Coordinate and improve administrative processes where possible. Take ownership and accountability for tasks & activities and demonstrates effective self-management. Follow through to ensure that quality and productivity standards of own work are consistently and accurately maintained. Inform relevant parties including direct line manager in the event of tasks or deadlines not met and provides appropriate means of resolution. Support and drives the business’ core values. Maintain a positive attitude. Respond openly to feedback. Take ownership for own career development. Manage colleagues and client’s expectation and communicate appropriately. Willing to help others and go the extra mile to meet team targets and objectives. Manage own disruptive emotions (handle stress in ways that do not negatively impact on the team). Maintain a positive and constructive partnership with site staff through constructive feedback, provision of assistance and active problem solving. Manage own disruptive emotions (handle stress in ways that do not negatively impact on the team).

Required minimum education and training.

Diploma in Supply Chain Management.

Desirable additional education, work experience and personal abilities

Experience working in a donor funded organisation / NGO or project-based environment. Intermediate Microsoft Outlook Capabilities. Professionalism, Strong Conflict Management Abilities. Time Management/ ability to Prioritize. High level of Communication Skills. Strong Organisation Skills and Planning. Project Management. High sense of responsibility. Sound Decision Making ability. Understanding of basic accounting and financial acumen. Ability to be assertive but diplomatic.

Required minimum work experience.

Minimum 3 years working experience.

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