Procurement Officer at Wits Health Consortium April, 2024

Advert reference number: UM 08-2024

Main purpose of the job:

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

Key performance areas

• Source suppliers according to the organisation’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 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.
• Receive purchase order requisitions, including email requisitions to purchase consumables and/or
• equipment/assets.
• Obtain quotations from suppliers according to relevant policies and procedures.
• Check quotations against individual project budgets prior to orders being placed.
• Request for duly authorised 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 finance
• department.
• Follow up with 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), 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 protocol and other budgets in collaboration with the CRS leader and Finance Department.
• Direct and co-ordinate budget and financial activities within the department and scope of operations.
• Regularly review budgets and financials ensuring cash flow for business objectives within the operations scope.
• 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 utilisation.
• 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 IT department.
• To ensure occupational health and safety effectively implemented, maintained, and managed within the Site.
• To arrange access for external delegates as 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 direct line manager in the event of tasks or deadlines not met and provides
• appropriate means of resolution.
• Support and drives the business’ core values.
• Maintain a positive attitude.
• Respond openly to feedback.
• Take ownership for own career development.
• Manage colleagues and client’s expectation 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 on 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 on the team).

Required minimum education and training.

• Diploma in Supply Chain Management.

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.
• High level of Communication Skills.
• Strong Organisation Skills and Planning.
• Project Management.
• High sense of responsibility.
• Sound Decision Making ability.
• Understanding of basic accounting and financial acumen.
• Ability to be assertive but diplomatic.

Required minimum work experience.

• Minimum 3 years working experience.