Procurement Officers

1 month ago

Midrand, South Africa DBSA Full time

**Key Responsibilities**:
Planning and Standards
- Circulation and awareness building on procurement policy, procedures, process, templates, delegations and performance metrics etc.
- Ensure business units understand and are trained in managing and/or participating in the procurement process, including quotations and tenders
- Engage Business Managers to understand the pipeline of work and support requirement from SCM
- Plan the work schedule and timelines to meet Sourcing and Business demands
- Engage Business units to understand and plan for non-contracted spend through RFQ / RFP process
- Accurate analysis on procurement transactions (spend information) for trends
- Assessment on off contract spend, spend without quotations, non-compliance to policy (deviations), single source, processing errors etc. - for the purpose to inform planning, risk management, gap closure and reporting
- Support the SCM Unit on making a positive contribution towards delivering on the financial strategy and operational plan of the Division

Value Management
- Support the Financial Division and SCM Unit on delivering on the key business imperatives pertaining to cost containment; innovation,productivity and business relevance
- Work with the appropriate Business Unit Managers to understand their operational plans, sourcing requirements, budgets, service standards and targets (cost, transformation etc.)
- Development and maintenance of the demand pipeline and sourcing plan for business
- Conduct relevant research and maintain business intelligence to support effective solutions, advice and decision making to business
- Lead and guide decisions on consolidation, rationalisation and relevance of services in line with changing business requirements and alignment to strategic imperatives such as cost containment
- Support business units with drafting specifications / requirements for quotes and tenders
- Support Tender unit and Business with analysis of quote and tender documentation / submissions
- Negotiate prices, terms and conditions with suppliers. Deliver savings targets to the bank
- Support the SCM Manager and Procurement Lead when required
- Providing integration and support to internal Business Units, decentralised operations and related partners / agencies pertaining to supply chain activities
- To support with training / sensitisation of staff involved with supply chain processes
- Support the SCM team and Division during peak demand periods, staff shortfalls and ad-hoc project related requirements
- Support the Bank and the SCM team in delivering innovative solutions to improve productivity, service levels and contribute to cost containment

Execution
- Procuring goods and services to meet user requirements as per agreed service levels
- Manage and administer Request for Quotation process in line with policy, delegations and SLA
- Manage and administer end to end Request for Proposal process in line with policy, delegations and SLA
- Manage and administer Order process in line with policy, delegations and SLA
- Manage and administer Order expediting and fulfilment
- Sensitisation on contract award and impact to BU (stakeholder and change management)
- Liaise and support with Legal and other relevant officials for the purposes of negotiation and contracting
- Maintain accurate records and files (manual & electronic) of all the quotation/tender data
- Ensure full compliance to defined policies, procedures, regulations and standards
- Proactively addressing transactional queries, gaps in information, incorrect postings, GL, Material Groups, etc. when review and releasing PR and PO's
- Proactively monitoring transactional data for the purposes of identifying and expediently resolving deviations and risks to business and policy compliance
- Prepare analysis, comparative schedules and recommendations (on RFQ / RFP) for business unit consideration and decision making
- Guide and assist business unit decision making and solutions supported by credible market research and industry practices
- Prepare quality reports and documentation for SCM C consolidation and reporting.
- Supporting supplier performance management by tracking level of compliance to orders placed with suppliers
- Monitoring supplier performance data with business units
- Assessment and resolution of Supplier queries
- Resolving errors on requisitions and purchase orders as required.
- Investigate and address supply non-conformances - administering product defects and recalls
- Review and action open Requisitions and Purchase Orders as per the SLA
- Filing / archiving of all source documents pertaining to each transaction (these must be complete, accurate and accessible)
- Monitoring price increases and communicating changes as necessary
- Contributing to items master development (catalogue and supplier)
- Ensuring compliance to Procurement policies and procedures
- Implement, monitor, report and manage attainment of procurement metrics / SLA
- Support the team a

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