Procurement Officer
4 weeks ago
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Minimum Requirements:
- Bachelor’s degree in Business Administration, Supply Chain Management, Operations Management, or any related field (NQF Level 7)
- 3-5 years’ experience in procurement or supply chain management operations preferably in a large organisation or higher education institution.
- Registered for CIPS at least have done level One (Ideal but not compulsory)
Summary of Duties (but not limited to):
- Procurement of goods and services in line with the yearly procurement plan management (Demand management)
- Analyse all released / submitted requisitions (focus on Item description, value threshold and supplier recommended compliance)
- Double check if the requisition submitted does not require goods/ services already on contract. If so, advise the Sourcing manager so that the requisition can be cancelled, and request be made via the existing contract.
- Ensure all relevant authorizations are obtained and the Purchase requisition checklist is fully compliant.
- Negotiate the price and other relevant commercial conditions before placing the purchase order. (Obtain a guide from your line manager, where necessary)
- Execution of high value transactions and tactical and strategic sourcing contracts (Tender/Bidding process) Procure to Pay process.
- Deviations (Limited Bidding, single source and variation orders)
- Receive motivation from the end users for single source, limited bidding or variation orders.
- Conduct market research to confirm validity of single source or limited bidding.
- Conduct price competitiveness for variation requests.
- Compile Deviation report for review by Sourcing manager who will submit report as relevant Deviation DoA (including BAC for values above R 1million excluding VAT).
- Administration of Procurement contracts
- Once a transaction, over R 1million excluding VAT, has been approved, the Procurement officer must advertise the award on the DUT website for five (5) working days appeal and immediately issue letters of non-award must be issued to all bidders who were unsuccessful.
- On the 6th day of the appeal period, contact the legal office to determine if there were any appeals.
- In case of appeals cascade the matter to the Sourcing Manager.
- If there are no appeals, consult with Legal office, end user and Contracts to draft a contract and SLA.
- Inform end user to upload contract for approval via online contract approval system.
- Once the contract has been duly approved, an order (against a requisition which must be submitted by the end user) can be issued to the service provider to facilitate future payments.
- Ensure end user understands the terms of the contract including performance management.
- Supplier liaison
- Maintain regular contact with suppliers in terms of requirements, orders placed, orders received etc.
- Address any queries with suppliers and agree solutions to ensure the consistent delivery of quality services / goods
- Liaise with suppliers regarding price increases and verify price increases with the Sourcing Manager.
- Refer any unresolved supplier non- performance to the sourcing Manager
- Reporting
- Prepare operational reports, in accordance with the reporting schedule e.g. orders placed, cost of goods etc
- Maintain up to date procurement records in accordance with DUT document management system
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