Procurement Officer

Position Identification

Position Title : Procurement & Compliance Officer

Organization :Islamic Relief South Africa

Location : Kwazulu Natal

Reports to : Procurement Coordinator

Grade : To be reviewed

Job Summary

A procurement officer plays an integral role in any organization. Execution of the role ensures that the organization makes sound decisions around the purchases of goods and procurement of services required to service the needs of the organization. The procurement and compliance officer is also responsible in overseeing the compliance of all relevant policies, laws and regulations. Working as a procurement and compliance officer comes with several ancillary duties that are integral to the organization’s success and upholding the good standing of the organization.

Purpose of Position
- To co-ordinate purchasing practices and maximise savings and benefits available to the organisation during purchasing activities.
- Ensure the effective use of organisational and Programme resources in accordance with donor requirements and organisational policies and procedures;
- Monitor delivery times to ensure good are on time
- Strong communication and negotiation skills
- To strengthen the procurement processes by actively engaging with the relevant networks, vendors and suppliers and applicable stakeholders.
- Contributing to developing and maintaining procurement and organisational guidelines, policies and procedures with a view to standardising processes nationally and to assist in decision making to maximise the efficiency and effectiveness of the organisation.
- To offer administrative support as required within the scope of employment for the Finance and Support Services department.
- To monitor specific processes by way of reconciliation in order to uphold due diligence practice and ensure there is due supervision, accountability and transparency in the organisations processes.

Key Accountabilities

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 servi