Supply Chain Administration Officer

JOB LEVEL : Paterson grade B2 KEY PERFORMANCE AREAS The incumbent is expected to deliver on the following detailed key performance areas: Providing guidance on Supply chain aspectsProvides guidance to all staff members on Supply Chain aspects Ensures alignment with relevant legislationCompliance to all relevant Supply Chain legislation Compliance to all internal policies and procedures with regard to Supply Chain Management ProcurementCapturing requisitions Ensure that requisitions are approved and that finance checked the availability of funds before the order is processed Source quotations for goods and services from suppliers listed on the National Treasury Supplier database (CSD) as per specifications in compliance with regulations Evaluate quotations received Printing of CSD reports Generating purchase orders Comparing documents received against the checklist Ensuring compliance requirements in terms of SCM thresholds Liaising with internal and external stakeholders Bid AdministrationPrepare and compile bid documents Assist in the advertisement of bids Receive tender documents and prepare a compliance checklist for each tender document received Administer compliance in line with the General Conditions of Contract Assist with rendering administration and providing administrative support to the Bid Committees Render secretariat functions during Bid Specification, Bid Evaluation and Bid Adjudication Committee meetings and ensure that all proceedings are recorded manually and electronically Prepare minutes for all bid committees and ensure that all committee members sign them off Assist in preparing Bid Evaluation and Bid Adjudication reports Assist in preparing appointment letters to bidders Assist with administering any other activities pertaining to bid administration and any SCM administration work PurchasingMaintain and update Purchase Requisition status report Recommend suitable Suppliers for procuring goods/services Select Suppliers based on prescribed criteria (Description, Price, Lead times, etc.) Send RFQ's to approved Suppliers Receive and evaluate all quotations and make recommendations Create, issue, modify and process Purchase Orders Place orders with Suppliers for goods and services required Monitor Suppliers to assess and validate timeliness of delivery in accordance with purchase order and contractual requirements Identify potentially overdue deliveries and report to the end-user Contest and dispute late deliveries and if necessary, cancel orders and place new orders with alternative Suppliers Communicate with end users on status of Purchase Orders and potential delays Conduct expediting activities where required, monitor and control supplier delivery and update the Supply Chain Management System Coordinate returns of non-compliant goods to Suppliers (Credit Notes, etc.) Records ManagementAccurate filing of all Supply Chain documentation Maintaining of meetings recordsPreparation and facilitation of committee meetings as and when required Taking of accurate minutes at Supply Chain committees’ meetings Attends Management meetings during line manager absence ReceiptingReceipt of invoices with timely processing Supporting documentation for requests, quotes, bids, invoices etc. to be attached to all relevant submissions and reports Receipt Purchase Orders on the system and capture Invoices on the system Follow up on outstanding items and attend to Supplier queries Forward all receipting documentation to Finance for processing of payments TeamworkAbility to work closely with others Being pro-active in assisting others Contribution to Finance/Supply Chain Management meetings and brain storming sessions Mentoring and coaching of interns and other staff members from time to time Performing priority tasks during co-worker’s absence Provides management with information as requested during line manager absence Ad-hoc dutiesAssignments from the Manager: SCM/CEO/CFO as and when required #J-18808-Ljbffr