Procurement Officer

5 months ago

Durban, South Africa Islamic Relief South Africa Full time

**PROCUREMENT ADMINISTRATION**
- To be able to demonstrate a fundamental knowledge of purchasing methods and procedures conveying general awareness encompassing the various categories pertaining to procurement, including specialist areas as well as act as a baseline with respect to contractual obligations in law and multi -currency transactions.
- To establish reliable suppliers to supply goods & services. Ensure existing suppliers are providing the best products or services that are currently required, the criteria being the best value connection of availability, quality and at an acceptable price.
- Focus on building reputable relationships with suppliers, improving communication and forging enhanced relationships and establishing a Supplier Database on a National level.
- To ensure the ongoing maintenance and updating of the supplier database with emphasis on ethical procurement and local suppliers.
- Be responsible for controlling Islamic Relief’s divisional and departmental purchasing activities: contractual and non-contractual, negotiating discounts, inviting tenders, preparing contracts, determining contract specifications, discuss solutions when terms of contract are broken with Procurement Committee and senior management (BEC).
- To establish and maintain appropriate procurement records and systems for measuring necessary aspects of the purchasing process pertaining to all individual purchases, stating items or services purchased, costs, product quality or performance and supplier information structured and filed in a logical functional order.
- To engage with all departments in relation to procurement needs that have been communicated.
- Administration of BEC and procurement related meetings - initiating, chairing, recording of minutes and distribution of communications thereof.
- Ensuring accurate and successful delivery of goods and services from suppliers that have been engaged with per the procurement process.
- Facilitating communications when business tenders are applicable (see below).

**TENDERING AND CONTRACT NEGOTIATION AND MANAGEMENT**
- To carry out full tendering exercises on behalf of the organisation, ensuring that tenders are conducted in an environment of open competition and that legislative requirements are met.
- To include preparation of tender documents, prepare specifications, and references to technical performance requirements suitable for the contracts in question, evaluating and awarding of contracts.
- Compare offers in a meaningful and accurate way, taking into account the total costs to the organisation.
- Publish contract award notices, inform unsuccessful tenderers, explain the award process and if necessary provide details to unsuccessful tenderers.
- To participate in negotiation of contract terms on a range of central contracts and to monitor performance against these terms and deal with any aspect of non-performance.
- Negotiating and supervising long term supply contracts and formulating policies with suppliers with a view to cost effective delivery of services.
- To administer the process of new contracting and monitoring operational contracts to be up-to-date and assessing relevance and validity on a regular basis.
- Preparing and administering the Service Level Agreement process with suppliers (with legal support).

**ETHICAL PROCUREMENT AND LEGALITIES**
- To ensure all procurement activities are carried out to the highest degree of ethical standards and to ensure probity in all transactions.
- Recognise unusual or irregular circumstances (e.g. conflict of interest) occurring within the purchasing environment and report to relevant internal authorities
- Review contracts regularly to check performance against specification and where there are problems identified act accordingly.
- Use comparative data to check the general competitiveness of any contract arrangements.
- Carry out due diligence checks on potential suppliers, including screening of suppliers
- To ensure all resources are utilised effectively and efficiently.

**FINANCE ADMINISTRATION**
- To monitor and ensure that the controls around ‘In Kind Donations’ are well documented and updated when necessary, and executed per the specific systems processes established.
- To ensure that Section 18A Tax Certificates are issued within the required time frames as stipulated per the S18A systems process.
- Co-ordinate all screening related processes and administration thereof.
- To ensure that updated records of all moveable assets issued to staff are tracked and maintained and communicated to the HR Co-ordinator.
- To ensure that proper controls around fixed assets are maintained and that all assets are tagged in a collaborative function with the Finance Officer who will ensure that the Fixed Asset Register is properly updated and satisfactorily maintained and in agreement to the financial records.
- Co-ordinate all insurance related matters.
- Co-ordinate the administration in relation to vehicle rep

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