Procurement Officer: SCM Lending X2 – Midrand at Development Bank of Southern Africa (DBSA) March, 2024

Job Description    

To deliver effective and efficient procurement of goods and services (new requirements; contracted and non-contracted). Tensure compliance tprocurement policies, procedures and agreements in place. Tsupport the DBSA procurement objectives and targets through compliance tstrategy and application of policies and procedures.

Key Responsibilities    

Planning and Standards

• Circulation and awareness building on procurement policy, procedures, process, templates, delegations and performance metrics etc.
• Ensure business units understand and are trained in managing and/or participating in the procurement process, including quotations and tenders.
• Engage Business Managers tunderstand the pipeline of work and support requirement from SCM.
• Plan the work schedule and timelines tmeet Sourcing and Business demands
• Engage Business units tunderstand and plan for non-contracted spend through RFQ / RFP process.
• Accurate analysis on procurement transactions (spend information) for trends. Assessment on off contract spend, spend without quotations, non-compliance tpolicy (deviations), single source, processing errors etc. – for the purpose tinform planning, risk management, gap closure and reporting
• Support the SCM Unit on making a positive contribution towards delivering on the financial strategy and operational plan of the Division

Value Management

• Support the Financial Division and SCM Unit on delivering on the key business imperatives pertaining tcost containment; innovation,productivity and business relevance
• Work with the appropriate Business Unit Managers tunderstand their operational plans, sourcing requirements, budgets, service standards and targets (cost, transformation etc.)
• Development and maintenance of the demand pipeline and sourcing plan for business
• Conduct relevant research and maintain business intelligence tsupport effective solutions, advice and decision making tbusiness
• Lead and guide decisions on consolidation, rationalisation and relevance of services in line with changing business requirements and alignment tstrategic imperatives such as cost containment
• Support business units with drafting specifications / requirements for quotes and tenders.
• Support Tender unit and Business with analysis of quote and tender documentation / submissions
• Negotiate prices, terms and conditions with suppliers. Deliver savings targets tthe bank
• Support the SCM Manager and Procurement Lead when required
• Providing integration and support tinternal Business Units, decentralised operations and related partners / agencies pertaining tsupply chain activities
• Tsupport with training / sensitisation of staff involved with supply chain processes.
• Support the SCM team and Division during peak demand periods, staff shortfalls and ad-hoc project related requirements
• Support the Bank and the SCM team in delivering innovative solutions timprove productivity, service levels and contribute tcost containment.

Execution

• Procuring goods and services tmeet user requirements as per agreed service levels
• Manage and administer Request for Quotation process in line with policy, delegations and SLA
• Manage and administer end tend Request for Proposal process in line with policy, delegations and SLA.
• Manage and administer Order process in line with policy, delegations and SLA
• Manage and administer Order expediting and fulfilment
• Sensitisation on contract award and impact tBU (stakeholder and change management)
• Liaise and support with Legal and other relevant officials for the purposes of negotiation and contracting
• Maintain accurate records and files (manual & electronic) of all the quotation/tender data.
• Ensure full compliance tdefined policies, procedures, regulations and standards
• Proactively addressing transactional queries, gaps in information, incorrect postings, GL, Material Groups, etc. when review and releasing PR and PO’s
• Proactively monitoring transactional data for the purposes of identifying and expediently resolving deviations and risks tbusiness and policy compliance
• Prepare analysis, comparative schedules and recommendations (on RFQ / RFP) for business unit consideration and decision making
• Guide and assist business unit decision making and solutions supported by credible market research and industry practices
• Prepare quality reports and documentation for SCM C consolidation and reporting.
• Supporting supplier performance management by tracking level of compliance torders placed with suppliers
• Monitoring supplier performance data with business units
• Assessment and resolution of Supplier queries
• Resolving errors on requisitions and purchase orders as required
• Investigate and address supply non-conformances – administering product defects and recalls
• Review and action open Requisitions and Purchase Orders as per the SLA
• Filing / archiving of all source documents pertaining teach transaction (these must be complete, accurate and accessible)
• Monitoring price increases and communicating changes as necessary
• Contributing titems master development (catalogue and supplier)
• Ensuring compliance tProcurement policies and procedures
• Implement, monitor, report and manage attainment of procurement metrics / SLA
• Support the team and Division with accessing and making available information timeously tAuditors and management in the correct format, content, completeness and accuracy.

Reporting

• Report process performance against SLA (weekly)
• Reporting on Procurement lead times as per SLA
• Open Requisition lead-time (weekly)
• Open Order lead-time (weekly)
• Open GRV’s (weekly)
• Supplier payment lead-times (weekly)
• Report on deviations (weekly):
• retrospective transaction’s,
• deviations from process,
• single source
• Monthly report on RFQ,s
• Monthly report on Closed tenders
• Trend analysis on procurement transactions (spend information) – report on non-contract spend, spend off contract. Tinclude recommendations tinform sourcing pipeline.
• Timeous preparation of reports (SCM dashboard) for discussion with Business Units (Divisions) – as per the SCM Dashboard (monthly)

Key Measures/KPIs

• Procurement of quality goods and services at best possible price
• Effective and efficient procurement and expediting goods and services as per service level agreement
• Performance management as per service level agreement
• Supporting the transformation strategy
• Effective compliance tall governance requirements
• Effective, accurate and complete records management for audit purposes
• Naudit issues in terms of policy and process compliance

Expertise & Technical Competencies    

• Relevant Supply Chain Management qualification (minimum degree or NQF equivalent) with strong procurement / sourcing expertise
• At least 5 to 8 years’ experience in procurement, specifically sourcing
• Working experience with SAP Procurement module or a similar ERP system
• Member of Chartered Institute of Purchasing and Supply (CIPS) would be an added advantage
• Strong understanding of and a strong commitment tgood corporate governance, SCM regulations and laws and other regulatory requirements including the PFMA

Skills & Ability

• Detailed working knowledge of the PPPFA, supply chain regulations from National Treasury, BBBEE
• Solution and deadline orientated with the ability tmanage bottlenecks effectively
• Working experience with SAP procurement module and other accounting tools.
• Ability tensure all governance and compliance requirements are met with the aim teliminate potential inappropriate and corrupt practices.