Procurement and Governance Compliance Specialist

2 weeks ago

Midrand, Gauteng, South Africa DBSA Full time

To provide a governance, compliance, quality, and risk service to the Procurement team and Business to ensure effective compliance and practices in relations to the Bank's SCM governance framework.

To provide a governance, compliance, quality, and risk service to the Procurement team and Business to ensure effective compliance and practices in relations to the Bank's SCM governance framework.


Key Responsibilities:

Planning and Standards

  • Ensure Compliance to the prevailing governance framework to support the SCM Unit on delivering on the mandates of respective governance structures.
  • Keep abreast of trends and changes in legislation and regulations impacting on procurement to enable updates of the policies, procedures, templates etc. as deemed necessary
  • Implement systems and risk methodologies to comply with legislative, statutory and reporting requirements
  • To facilitate and deliver relevant training informed by changes in business strategy, regulations, processes, regulations, risks etc.
  • Draft and implement policy, guidelines and other documentation that promote compliance and addresses risk management concerns
  • Set standards for the tender administration process and monitor the teams adherence to these standards
  • Set and implement standards for document management, control and master records (suppliers and contracts/orders)
  • Support the Manager to implement relevant risk management strategies, methodologies and tools to address governance and operational risks
  • Support the Unit and Division on the management of key audit risks and gaps arising from noncompliance
  • To participate in relevant internal and Client engagements to ensure that the parameters of the SCM framework is well understood and catered for in such agreements
  • To remain fully abreast of all the MOU and its obligations from a SCM and procurement perspective to ensure compliance from a governance and process perspective
Execution

  • Ensure continuous improvement pertaining to SCM practices and relevant documentation based on compliance, performance standards, legislative requirements and good practice
  • Develop and maintain relationships with all affected stakeholders to facilitate effective communication and understanding on the SCM governance framework and requirements in terms of risk register
  • Implement and maintain a contract administration system (SAP/Other) to ensure contract records are up to date, accurate, accessible and managed according to required standards to enable effective contract administration
  • Monitor and enforce compliance by Procurement, Business and process staff in respect to SCM governance framework and its relevant regulations, policies, procedures and templates.
  • Ensure that the tender process is monitored and that there is compliance with internal policies, procedures and processes (includes probity checks)
  • Seek / facilitate corrective action when irregularities within the sourcing / tender process are identified
  • Facilitate / train contract owners and business on the SCM governance framework and practices
  • Support the Procurement team with negotiation processes and ensure that negotiation with suppliers are in line with sourcing strategy, business principles and appropriate commercial terms
  • Ensure that Supplier, Client and Business Unit queries/needs are dealt with proactively, accurately and within prescribed turnaround times
  • Represent Procurement in any contract or tender related disputes
  • Oversight, monitoring and reporting of the risks noted on the SCM risk register
  • Facilitate workshops to improve awareness SCM governance framework and risk register
  • Ensuring compliance to policy and regulatory requirements
  • Oversee and coordinate the audit process, interactions, release of documents and management comments to Internal and External Auditors
Quality Management

  • Review, quality assure and signoff of all procurement transactions prior to submission to final delegated committee / authority for approval
  • Ensure all procurement transactions signedoff for consideration by final delegated committee / authority are indeed accurate, complete, backed by supporting documents and in line with the SCM governance framework
  • In instances where discrepancies are detected during the quality review process, to adequately document such in writing for consideration by the referring committee or approving committee / official
Secretariat

  • Perform the full secretariat role for relevant committees i.e. SCMC Committee (and any other committees) as per the relevant terms of reference
  • Collate, review and prepare committee packs and documents in line with the terms of reference
  • Ensure deliberations and decisions of committee meetings are accurately recorded, minuted and archived for audit and reference purposes
Reporting

  • Consolidate, compile and submit risk and compliance reports to management and relevant committees
  • Monthly monitoring and reporting progress against risk highlighted

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