Supply Chain Administrator

**Procurement**
**JHB Central**
***:
**Supply Chain Administrator
- Houghton
- 24 Months Temporary Contract -Salary -**
**R260.889 pa**

**Purpose of the Job**

Responsible to provide support to the Supervisor: Supply Chain in ensuring that the organization procurement strategy is effectively implemented in accordance with the applicable legislation, policies, and procedures. Responsible to provide administrative support to the SCM committees.

**Key Performance Areas**

**Procurement**
- Provide support to user department when issuing RFQs’
- Create and review SCM documents
- Check quotations to ensure conditions of sale meet the requirements of the procedures and policies laid down for the organization
- Ensure compliance with the CIDB requirement
- Ensure registration of tenders in the CIDB website, the organization website and National Treasury website
- Prepare quarterly B-BBEE spend reports timeously
- Provide support and advice on procurement processes.
- Promote strong customer service orientation and delivery.
- Assist to manage and monitor process for effective, accurate and complete records management for audit purposes.
- Assist in dealing and resolving process and management queries in an expedient and competent manner - 100% resolution within the timelines for each case.
- Maintenance of the organization supplier database, including identifying, vetting, capturing, and updating of supplier registration details

**Contract Compliance Management**
- Ensure that all required documents are as per organization policy and procedures
- Assist with contract compliance in line with statutory regulation.
- Submit all required documents as per organization policy and procedures
- Assist with contract compliance and complete checklists
- Advise on goods and services identification processes, contract life cycles, contract development, completion and management and on tender documents compilation
- Ensure sign off is obtained prior to submission of proposals or acceptance of contracts and provide all supporting documentation needed
- Create and maintain a contract register to ensure safekeeping of all contracts and agreements
- Assist with workshops related to Procurement and Contracts
- Ensure that all contract information is accurate, appropriately filed, current and available to all who use it
- Keep an updated list of all filed construction guarantees
- Ensure compliance with statutory regulation.

**Bid
- and General Administration**
- Prepare Bid adverts, opening of the Bid box and recording bids in terms of prescribed procedures
- Provide Secretariat Services to the Bid Committees as required
- Arrange bid specification meetings
- Prepare minutes for the bid specification meetings
- Capture and check tender pre-score and final score sheets with comments for Bid Evaluation Committee meetings
- Attend Bid Evaluation Committee meetings
- Advise on compliance and SCM processes
- Check bid evaluation minutes
- Arrange Bid Adjudication Committee meetings
- Prepare the agenda and compile bid packs for members of the Bid Adjudication Committee
- Prepare minutes for the Adjudication Committee meetings
- Arrange briefing sessions for awarded suppliers
- Compile and maintain a Bid Adjudication Committee Contracts Register
- Support the establishment of Bid Committees in line with the organization SCM Policies and procedures
- Update and maintain the SCM System in line with the organization policies and procedures
- Update and maintain the procurement system based on the organization SCM Policy
- Implement and maintain QSE and EME principles in the procurement of goods and services
- Responsible for the logistics and inventory processes supporting the SCM Policies and procedures
- Maintain a secure archiving system in accordance with the organization policies and procedures.

**Supplier and Invoice Management and Irregular Expenditure**
- Maintain the process of invoice collection from supplier
- Ensure verification of goods or service from user department
- Maintain SCM compliance checklist to ensure compliance
- Report any potential irregular expenditure to supervisor
- Process approved and compliant Invoices to Finance for payment
- Ensure payment periods (30 days) for suppliers is monitored and achieved with exceptions notified to SCM Supervisor

**Self-development**
- Upskill continuously on organizational and market-related knowledge, the organization internal processes and procedures and current investment trends
- Execute and deliver on personal development plans
- Attend job related training as required
- Ensure the organization vision, mission and values are reflected in all job outcomes

**Competencies**

**Job Specific Competencies***:

- Build Collaborative Relationships Communication Skills
- Corporate Governance
- Job Knowledge/Technology Monitoring & Evaluation Negotiation/Problem Solving Organisation & Industry Awareness
- Procurement & Supply Chain Management/Administration Risk Management
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