Procurement Officer

Sourcing goods and services efficiently and effectively for internal and external customers / clients in line with procurement policy, operational rules and the PFMA. The Procurement Sourcing Specialist is responsible to perform and steer stakeholder requests. This covers demand clarification, alignment with Strategic Sourcing, performing of request, negotiation, awarding, trigger PO processing and documentation. Lead and support Tender and RFQ processes as well as manage ITIS system, contractor and management information requirements. Manage Forcelink system related quotations within this framework. All procedures to align with PPPFA (PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT) Key Accountabilities/ Principal Responsibilities

Primary Duties

• Perform tactical sourcing initiatives for public procurement requirements
• Clarification of incoming demand from various business units to ensure scope is correctly defined
• Preparation of tactical sourcing initiative to drive process to conclusion
• Align and finalize standard specification with requisitioner (Business unit)
• Drive and perform tender / quotation process, short-listing and negotiation within preferred suppliers according to the define process per client.
• Set up the requirement stakeholder engagement in line with the PPPFA processes including procurement best practice process.
• Offer input to and lead and execute purchasing strategies
• Design negotiation strategies and close deals with optimal terms and conditions
• Partner with stakeholders to ensure clear requirements are met and improvement
• Assess, manage and mitigate risks
• Seek and partner with reliable vendors and suppliers
• Determine quantity and timing of deliveries Offer input to improve or correct process to ensure procure to pay is streamlined and able to mitigate risk
• Offer input into purchasing and contract management instructions, policies and procedures
• Ensure all vendor contracts are standardised, documented, properly implemented and that ITIS and billing information is accurately and timeously captured
• Manage and enforce the BEE requirements for vendors so that the company BEE targets are met
• Run the tender process with pricing, benchmarking and general information regarding suppliers and cost to ensure an effective outcome
• Request, update and capture all of beneficiary and expenditure information on the ITIS system
• Submit monthly reports to the CAMS
• Ensure all information captured on ITIS correspond with the monthly billing
• Processing Quotations on the Forcelink system
• Drafting SLA agreements for all awarded RFQs and Tenders including end to end management of all relevant process to meet billing outputs It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time. Prescribed procedures may be amended by management as and when required

Key Skills And Experience

• Commercial or Technical qualification (a qualification in supply chain/procurement advantageous)
• Minimum 5 years experience in procurement/supply chain within the FM environment
• CIPS qualification an advantage
• Appropriate IT systems experience and advanced Excel advantageous
• Knowledge of the process leading to payment of suppliers
• Working experience and knowledge of service level agreements and contracts.
• English (fluent)
• IT skills: MS Office- skills and skills on eProcurement platforms (eSourcing- / ERP skills e.g. SAP
• MM) ITIS
• Technical and category related expertise
• Knowledge of Supply markets / vendor markets
• Vendor management
• Risk management in procurement
• Procurement logistics
• Legal regulations concerning procurement

People And Management Skills

• Strong administrative skills
• Strong negotiation skills
• Good communication skills Attention to detail
• Ability to meet deadlines
• Organisational skills
• Pro-active
• Take ownership of tasks
• Ability to prioritize tasks
• Computer literacy skills

Expertise

• Extensive knowledge of planning, budgeting and controlling processes within the company
• Extensive and Extra ordinarily in-depth knowledge of and experience with supply chain management as well as sales and delivery processes
• Extensive and in-depth knowledge of contract and demand management
• In-depth, specific and extensive top expertise and experience with strategically important suppliers, products and markets
• Thorough knowledge in business administration
• Ability to work collaboratively with all business units within the business
• Expertise in the regional specific business model(s) and driver(s)

Self-Management

• Is able to explain the big picture to others in terms of procurement strategies
• Demonstrates a high degree of self-confidence towards customers and colleagues. Pro-actively steers the development of personal competencies.

Customer orientation (Internal and external)

• Is willing and able to steer partners strategically.
• Aims to align customer demands and company interests and to build long-term customer relations.
• Capable of managing major/complex projects with regards to the customers interests.
• Maintains professional contact with all customers, including challenging ones.
• Is an accepted and respected negotiating partner.

Key Result areas

• Understand role of reporting to operations, procurement and to finance.
• Understand interworking with various teams to ensure client financial compliances
• Understanding that feedback and communication is critical to succeed