Procurement Officer

**Main purpose of the job**:

- To facilitate the purchasing and receiving of goods bought for Wits RHI projects through the operations department and to develop and maintain effective working relationships with suppliers

**Location**:

- **7 Esselen Street, Hillbrow, Johannesburg**

**Key performance areas**:

- Source suppliers according to the organization’s criteria and standards
- Obtain relevant information and documentation from suppliers
- Develop and maintain a preferred suppliers list
- Negotiate discounts on volume-based orders and payment terms
- Advise suppliers of Wits RHI payment terms and conditions
- Maintain a sound working relationship with suppliers
- Negotiate contracts and agreements with agencies, providers, and suppliers in conjunction with Wits RHI contracts department
- Monitor agencies and provider deliveries and performance
- Be informed and comply with Wits RHI, donor, and provider’s requirements
- Manage the procurement processes which includes but is not limited to procurement, follow-up on payments, petty cash, stock control, meeting and events, special projects, and audits
- Oversee purchases of small value items through petty cash
- Obtain quotations from suppliers according to relevant policies and procedures
- Check quotations against individual project budgets prior to orders being placed
- Request for duly authorized purchase orders, supporting documentation, and approved invoice
- Follow-up on outstanding purchase orders
- Place orders timeously and at the best possible price with preferred suppliers
- Create Payment requisition vouchers (PMVs) and obtain approved signatures prior to submission to the finance department
- Follow up with the finance department to ensure payment
- Follow-up with suppliers on delivery of goods
- Take delivery of goods and ensure correct per order and in good condition
- Check that all documents are accurate and correct i.e. purchase orders, quotations, invoices, payment requisition vouchers (PMVs), and delivery notes, etc.
- Provide feedback to stakeholders on consumables ordered/received and ensure relevant documentation is completed
- Copy and file relevant documentation and correspondence
- Provide inputs into the protocol and other budgets in collaboration with the CRS leader and Finance Department
- Direct and coordinate budget and financial activities within the department and scope of operations
- Regularly review budgets and financials ensuring cash flow for business objectives within the scope of the operation
- Perform petty cash reconciliations daily
- To reconcile invoices and participant reimbursement
- Reconcile credit card expenditures monthly
- Implement an effective Asset Management System and effectively manage Wits RHI assets (i.e., building, vehicles, and equipment) to ensure optimal and cost-effective utilization
- Liaise effectively with the Finance Team and Management regarding all financial matters
- Participate in and/or facilitate meeting/s when required to ensure financial stakeholder relations are maintained
- To oversee facilities and equipment including liaising with service providers for calibrations & repairs
- Liaising with the IT department
- To ensure occupational health and safety are effectively implemented, maintained, and managed within the Site
- To arrange access for external delegates when required
- To relieve at reception as and when required
- Coordinate and improve administrative processes where possible
- Take ownership and accountability for tasks & activities and demonstrates effective self-management
- Follow through to ensure that quality and productivity standards of own work are consistently and accurately maintained
- Inform relevant parties including the direct line manager in the event of tasks or deadlines not being met and provides appropriate means of resolution
- Support and drives the business’ core values
- Maintain a positive attitude
- Respond openly to feedback
- Take ownership of own career development
- Manage colleagues' and client’s expectations and communicate appropriately
- Willing to help others and go the extra mile to meet team targets and objectives
- Manage own disruptive emotions (handle stress in ways that do not negatively impact the team)
- Maintain a positive and constructive partnership with site staff through constructive feedback, provision of assistance, and active problem solving
- Manage own disruptive emotions (handle stress in ways that do not negatively impact the team)

**Required minimum education and training**:

- **BCom or Project Management Qualification**

**Required minimum work experience**:

- **Minimum 1-year working experience**

**Desirable additional education, work experience, and personal abilities**:

- Experience working in a donor-funded organisation/NGO or project-based environment
- Intermediate Microsoft Outlook Capabilities
- Professionalism, Strong Conflict Management Abilities
- Time Management/Ability to Prioritize