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Procurement Officer
3 months ago
Good health and quality of life is what motivates us to provide healthcare solutions and support for those who need it most.
_Key duties and responsibilities:
Procure Quality Services and Goods
- Ensure that goods or services are procured from approved suppliers.
- Ensure that suppliers meet deadlines and deliver quality goods and services.
- Receive goods and ensure the correct quality and quantity is delivered.
- Prepare accurate specifications to send to suppliers to source and obtain specific and comparable quotes.
- Assist with facilitation of courier services to ensure goods reach requesters destination.
Procurement Tools
- Initiate procurement order tracking tools
- Develop and produce quality procurement status reports.
Contract Management
- Create and maintain a contract register
- Develop, implement and review supplier terms and conditions
- Develop a tool to measure and monitor the compliance rate (no of deliveries/defects)
- Ensure pricing consistency and competitiveness
Evaluation Criteria
- Establish delivery and payment terms
- Develop and implement an evaluation criteria for goods and services rendered.
- Assist with maintenance of the supplier database and ensuring that all suppliers meet administrative requirements.
- Facilitate preparation of Bid Evaluation Committee (BEC) Packs and coordinate BEC meetings for adjudication and appointment of suppliers.
- Assist with ensuring the workplace is updated with the procurement processes and it's widely known throughout Anova.
- Assist with maintaining vendor data with uptodate documentation, including Broad Based Black Economic Empowerment (BBBEE) certificates.
- Assist with payments preparation and ensure all necessary documents are attached, and proper cost allocations are done before submitting to finance.
- Ensure signed delivery notes are attached to each payment requests.
- Ensure that all clearing payments backlog in the procurement mailbox are addressed.
- Ensure that appropriate authorisation to procure has been adequately completed in accordance with procurement policy and SOP.
- Keep a record of all procurement related business transactions and align with internal financial requirements.
- Ensure that purchase orders are sent to the vendor only when authorised and approved by Management.
- Provide support in audits by providing required supporting documents and information.
Any other tasks as agreed with line manager.
Minimum qualifications and experience:
- National diploma in Procurement and Supply Chain Management or any relevant qualification.
- 3 years experience in procurement, contracts management and contract administration or Finance.
- Knowledge of procurement policies, procedures and mechanisms.
- Good understanding of budgeting, forecasting and cash flows.
- Good knowledge of tendering processes.
- Understanding of risk management principles and project management.
- Knowledge of the functioning of NGO will be an advantage
Skills, competencies, and attributes:
- Computer literate (MS Office, Word, Excel).
- Attention to detail, systematic and thorough
- Excellent communication skills
- Good problemsolving skills
- Thorough understanding of financial and procurement systems
- Good time management skills
- Ability to multitask and work under pressure
- Trustworthy, integrity and unquestionable business ethics