Assistant Manager: Systems and Processes

The Assistant Manager: Processes & Systems is accountable to the Programme Manager - Technical Procurement of the Coega Development Corporation (CDC).
- MANDATE
- The Assistant Manager: Processes & Systems is mandated by the Chief Financial Officer (CFO) to take responsibility for the development and maintenance of procurement processes and systems of the CDC, under the direction of the Programme Manager - Technical Procurement.
- DESCRIPTION**RESPONSIBILITIES AND OBLIGATIONS**

The Assistant Manager: Processes & Systems is responsible for two key functions: first, developing and maintaining the workflow processes and systems that support the procurement process of goods and services, including construction works, in line with the regulatory framework, i.e. CDC policies, Treasury prescripts, CIDB prescripts, etc., to ensure efficiency and compliance; and second, acting as the Procurement Officer for designated Business Unit/s, managing its /their procurement activities from planning to execution. The key responsibilities include the following:
**Workflow Development**
- Develop draft workflow process flows in MS Visio in line with CDC policy, procedures and relevant prescripts.
- Consult with stakeholders to finalize workflow processes.

**Timeline schedules**
- Develop draft timeline schedules in MS Project for procurement processes.
- Consult with stakeholders to finalize timeline schedules.

**Systems Development**
- Develop templates to promote standardization in the procurement process.
- Develop spreadsheet-based tools to support the procurement process.
- Research solutions to enhance automation of spreadsheet-based tools and solutions.

**Capacity Building**
- Share information with clients on new systems developments, lessons learnt, common errors, etc.

**Advisory Services**
- Prepare procedures for the use of tools.
- Support internal clients with ad hoc queries.
- Support internal clients with trouble-shooting of spreadsheet-based tools.

**Sourcing and Supplier Management**:

- Identify potential suppliers and conduct negotiations to secure advantageous terms.
- Evaluate and compare supplier proposals and make recommendations for approval in line with the CDC thresholds as outlined in the Delegation of Authority Document.
- Maintain strong relationships with existing suppliers to ensure a reliable supply of goods and services. This includes monitoring supplier performance, addressing issues, and working collaboratively to improve procurement processes and quality of Service Providers awarded contracts by the CDC.

**Contract Negotiation**:

- Negotiate contracts and agreements with suppliers to secure favorable terms and conditions.
- Ensure compliance with legal and regulatory requirements in all contracts.

**Cost Management**:

- Identifying cost-saving opportunities and negotiating favourable terms with suppliers. This involves analyzing market trends, conducting price comparisons, and leveraging the organization's purchasing power to secure competitive prices.

**Procurement Process**:

- Manage the end-to-end procurement process, from service request to contract award.
- Ensure compliance with organizational policies and procedures.

**Market Research**:

- Staying informed about market trends, innovations, and changes in the public procurement industry.
- Conduct market research to identify new suppliers.

**Risk Management**:

- Identify and mitigate potential risks in the procurement process.
- Develop contingency plans to address unforeseen issues.

**Reporting within SCM**:

- Providing regular reports to the Procurement Manager on procurement activities and their impact on the CDC’s revenue generation and flag any areas requiring management intervention to improve turnaround times.

**Cross-Functional Collaboration**:

- Collaborating with various Business Units within the CDC to align procurement activities with broader organizational objectives and to address various departmental needs.

**Ethical and Legal Compliance**:

- Ensuring that all procurement activities adhere to CDC procurement policy and procedures, public procurement prescripts and ethical standards. This includes promoting fair competition, preventing conflicts of interest, and maintaining transparency in supplier relationships.

**REQUIREMENTS**
- Relevant Degree/Diploma in Supply Chain Management any related, or equivalent;
- Minimum 5 years proven experience as a Procurement Officer or in similar role;
- Experience in public sector procurement processes and reporting standards;
- Demonstrated experience in using or implementing procurement systems;
- Exposure to or involvement in process mapping, Standard Operating Procedure development, or workflow optimization projects;
- Knowledge of the PFMA, BBBEE Act, PPPFA and Transformation Charters;
- Strong analytical skills and attention to detail;
- Advanced level skills in MS Excel and the development of spreadsheet models;
- Intermediate level skills in MS Word, MS