Job Title. Mandela Bay Development Agency. Reference number: Date: December 2017 Name

Transcription

1 Reference number: Date: December 2017 Name Job Title SCM Practitioner Purpose: Coordinate Supply Chain Management (SCM) function for the stadium to be in line with policy and legislation. Required Minimum Education/Training: B Com degree with Accounting/relevant degree/diploma Drivers licence CPMD or certificate in municipal finance management. Required Minimum Work Experience: 3-5 years working in a municipal environment in a financial role and supply chain. Knowledge of municipal finance management Act.

2 Role Definition Signatures Agreed by Incumbent: Agreed by Manager: Organisational Structure: Reports to: HOD: Finance Subordinates (Job titles): none Second-Level Subordinates (Job titles only): none

3 1 Cash Management on event days Assist with cash management on event/match days. Ensure processes for management of cash are followed. Cash management at events is effective and issues are resolved timeously. Knowledge of Supply Chain Policy for municipality and relevant industry legislation Computer literate Communication written and verbal Compliance requirements Contract management People management Reporting Commercial Analytical Knowledge of MFMA Trust. Time management Flexible Detail orientated Accuracy Common sense Honest/ethical Interpersonal skills Level-headed Problem solving Teamwork Confidentiality 2 Purchasing (R ) Review and approve purchase order (PO) requisition is correct in terms of quotes and specifications. Verify end user approval against their budget. Ensure time period of quotes is valid. Check that supplier is compliant and registered with CSD. Ensure all required supporting documentation is attached and correct. Evaluate the highest points scorer. Review the specification from end users to ensure it is in line with the SCM policy and advise where necessary. Ensure that the purchase order request form is apporved by the relevant manager before it is approved by SCM

4 3 Purchasing (R ) Co-ordinate advertisement in line with policy and procedure. Review specification and standard format is used. Ensure branding and trademarks are not included in the advertisement. Submit to MBDA for advertisement on website and NMBM website. Ensure timeframes for closing are met. Receive all quotes, evaluate (together with manager) and score. Ensure compliance, check tax clearance, BBBEE level, CSD registration etc. for highest scorer. Send supplier declaration forms for completion. Submit documentation to end user for preparation of request for order form. Attached all supporting documentation and check that it is complete and correct. Issue PO.

5 4 Purchasing (R> ) - Tenders Ensure that end user designs specification for procurement. Review the specification to ensure that functionality and any other requirements are in the specification. Ensure that briefing dates and times are specified if required. Consult with specification committee to ensure that the specification is clear and in line with policy and procedures. Review specification and standard format is used. Prepare and co-ordinate advertisement process in line with policy and procedure. Prepare bid documentation with end user and bid spec committee. Submit to MBDA for advertisement on website, NMBM website and newspapers. Manage any queries and questions from potential bidders received by admin. Oversee and participate in briefing sessions. Ensure that pre-qualification and functionality criteria are understood. Ensure timeframes for closing are met. Be responsible for closing bid box at specified time. Record attendance registers of suppliers at briefing sessions and bid box closure if required. Forward to MBDA for inclusion on website. 5 Tender evaluation Prepare Pre tender lettersfor CEO signature prior to tender being advertised. Prepare Specification Committee minutes NMB Municipality.

6 6 Urgent procurement Prepare deviation and motivation for one quote being obtained. Check all signatories. 7 Contracts Advise Chief Financial Accountant and end users on status of contracts with service providers who provide specialised services as part of the deviation process. Ensure contracts are valid. Register contract details on spreadsheet. Notify service providers of contracts that are expiring. Motivate for contracts to be extended without bid process if applicable. MBDA Contracts for specialised services are up to date and correct. 8 Performance evaluation Send performance evaluation form to end users to complete and return. Follow up and ensure forms are on file as record. Evaluation of suppliers is completed and on file. 9 Workshop SCM Policy Present SCM Policy and workshop with end users as required. Roll out amendments to end users to ensure compliance with policy. Provide ongoing advice to end users on SCM policies and procedure. MBDA 10 Risk committee Identify an operational risk areas e.g. non compliance with policy. Escalate to management. 11 Declaration forms Ensure all employees complete declaration forms annually to ensure that the stadium is not doing business with close relatives of employees.. Declaration of independence for employees is up to date.

7 12 Reporting Prepare and submit weekly reports of the Chief Financial Accountant detailing work in progress, contracts that have expired and new contracts that have been approved. Prepare and submit quarterly reports to the Board with information on deviations, BBBEE levels etc. 13 Audit management Liaise with auditors and respond to their queries and implement any recommendations. Develop audit action plan and report. Reports submitted timeously as required. Audit queries actioned and resolved. 14 Record keeping Ensure all record keeping is up to date in preparation for auditors. Ensure that all required documentation is approved and up to date. Records are kept up to date. 15 Develop and maintain stakeholder / customer relationships. Proactively identify customer needs and opportunities. Exceed expectations by providing all the relevant information and support to external and internal customers and stakeholders. Collaborate with other business units / teams to ensure a consistent approach with regards to query approach and resolution. Positive feedback received from customers and stakeholders. Consistent aligned query approach and resolution. 16 Support team effectiveness Prepare and participate in meetings. Proactively provide advice to the team. Create consultative conditions and build relationships. Understand the purpose of the team and live the values of the team. Constructive participation in meetings. Resolution and process enhancements. Open sharing and advice sought by team members.