Supply Chain Administrator

KEY PERFORMANCE AREAS

The incumbent is expected to deliver on the following detailed key performance areas:

- Providing guidance on Supply chain aspects
- Provides guidance to all staff members on Supply Chain aspects
- Ensures alignment with relevant legislation
- Compliance to all relevant Supply Chain legislation
- Compliance to all internal policies and procedures with regard to Supply Chain Management
- Procurement
- Capturing requisitions
- Ensure that requisitions are approved and that finance checked the availability of funds before the order is processed
- Source quotations for goods and services from suppliers listed on the National Treasury Supplier database (CSD) as per specifications in compliance with regulations
- Evaluate quotations received
- Printing of CSD reports
- Generating purchase orders
- Comparing documents received against the checklist
- Ensuring compliance requirements in terms of SCM thresholds
- Liaising with internal and external stakeholders
- Bid Administration
- Prepare and compile bid documents
- Assist in the advertisement of bids
- Receive tender documents and prepare a compliance checklist for each tender document received
- Administer compliance in line with the General Conditions of Contract
- Assist with rendering administration and providing administrative support to the Bid Committees
- Render secretariat functions during Bid Specification, Bid Evaluation and Bid Adjudication Committee meetings and ensure that all proceedings are records manually and electronically
- Prepare minutes for all bid committees and ensure that all committee members sign them off
- Assist in preparing Bid Evaluation and Bid Adjudication reports
- Assist in preparing appointment letters to bidders
- Assist with administering any other activities pertaining to bid administration and any SCM administration work.
- Purchasing:

- Maintain and update Purchase Requisition status report
- Recommend suitable Suppliers for procuring goods/services
- Select Suppliers based on prescribed criteria (Description, Price, Lead times, etc.)
- Send RFQ's to approved Suppliers
- Receive and evaluate all quotations and make recommendations
- Create, issue, modify and process Purchase Orders
- Place orders with Suppliers for goods and services required
- Monitor Suppliers to assess and validate timeliness of delivery inaccordance with purchase order and contractual requirements
- Identify potentially overdue deliveries and report to the end-user
- Contest and dispute late deliveries and if necessary, cancel orders and place new orders with alternative Suppliers
- Communicate with end users on status of Purchase Orders and potential delays
- Conduct expediting activities where required, monitor and control supplier delivery and update the Supply Chain Management System
- Coordinate returns of non-compliant goods to Suppliers (Credit Notes, etc.)
- Records Management
- Accurate filing of all Supply Chain documentation
- Maintaining of meetings records
- Preparation and facilitation of committee meetings as and when required
- Taking of accurate minutes at Supply Chain committees’ meetings
- Attends Management meetings during line manager absence
- Receipting
- Receipt of invoices with timely processing
- Supporting documentation for requests, quotes, bids, invoices etc. to be attached to all relevant submissions and reports
- Receipt Purchase Orders on the system and capture Invoices on the system
- Follow up on outstanding items and attend to Supplier queries
- Forward all receipting documentation to Finance for processing of payments
- Contract management
- Teamwork
- Ability to work closely with others
- Being pro-active in assisting others
- Contribution to Finance/Supply Chain Management meetings and brain storming sessions
- Mentoring and coaching of interns and other staff members from time to time
- Performing priority tasks during co-worker’s absence
- Provides management with information as requested during line manager absence
- Adhoc duties
- Assignments from the Manager: SCM/CEO/CFO as and when required

APPOINTMENT REQUIREMENTS
- A 3-year National Diploma in Logistics, Supply Chain Management, Purchasing Management or equivalent qualification at NQF level 6
- Ideally: a relevant Degree in Logistics, Supply Chain Management, Purchasing Management, or equivalent qualification at NQF 7
- At least 2 years of work experience as a Supply Chain Administrator
- Knowledge of SAGE PASTEL will serve as an added advantage Knowledge of PFMA, Treasury regulations and other relevant legislative frameworks is essential.