Division/Department: Finance Patterson Grade: Date Prepared: Dec -17 Overall Purpose of the Job:

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1 Overall Purpose of the Job: To ensure that quality goods/services are procured at the right quantities and at competitive prices as per specifications. Position Size None Parameters: Organisation structure Reports to: Supply Chain Manager and Reporting Relationships: Qualifications A valid Matric Certificate A National Diploma or Degree in Finance/Procurement / Supply Chain / Public Administration and a Post Graduate Diploma in Contract 3 years experience is a requirement in a similar position as well as strong experience in implementation of the PPPFA Act, MFMA Act as well as general understanding of BBBEE Act requirements in line with Procurement compliance. as well as understanding and interpretation of contracts, and drafting thereof Internal and External Internal: Relationships/Contacts: Chief Executive Officer Chief Financial Officer Accountant Company Secretary Bid, Evaluation, Adjudication Committees All Staff Key Areas: Performance External Service Providers / Suppliers Media Finance Objectives: Ensures procurement within the PFMA, Treasury Regulations, Practice and Instruction Notes and SCM policy for goods and services required by JOSHCO Perform needs analysis Manage bid process Maintain register of contracts Oversee update of National Treasury BEE tracker Maintain a compliant filing system

2 Oversee maintenance of supplier database Oversee that goods and services are procured in line with current policies and procedures Customer Objectives: The management of supplier performance is supported Procurement activities are performed as required Good relationships are maintained with all stakeholders to ensure all assigned tasks are effectively executed Service delivery to exceeds stakeholder expectations. Operational Objectives: Perform day-to-day procurement task in accordance to set procedures Support the coordination of activities in the division Record transactions on the relevant system. People Objectives: KPA s are understood and achieved The values of JOSHCO are understood and lived Performance is constantly improved New developments in the industry are understood and embraced Key Responsibility Area Key Responsibilities Key performance indicators 1. Supply Chain Process Administration Advise management on supply management strategy Advise management on the correct implementation of the supply chain management policy Manage the whole process of supply chain management Ensure proper administration and record keeping of the supply chain processes as well as ensuring that all internal stakeholders understand and follow required process. Monitoring the implementation of supply chain policies. Assist in the organisation s procurement functions. Daily management of incoming requests from end users ensuring timeous turn around Compile procurement reports for internal and external stakeholders Supply Chain implemented correctly

3 2. Administration Of Quotations Obtain quotations as per requisitions of various departments. Verify authorisation codes and signatures on requisitions Procure goods/services in consultation Quotations and with relevant staff member where necessary and capture order on system File quotations as required by MFMA and Bookkeeper all copy of order for easy retrieval Provide bookkeeper and finance clerk with copy of order Perform any other functions as might be required Ensure compliance with MFMA supply chain management requirements 3. Tender Administration 4. Supplier Compile all relevant tender documentation in required format Invite tender by various methods e.g. advertisement or via approved list of suppliers Co-ordinate public opening of tenders and ensure tenders are registered Using the relevant pieces of legislation, advise the Bid Evaluation Committee on the correct criteria to select the successful tenderer Coordinate tender evaluation and adjudication committees Clearance of selected/ approved tender with database of restricted bidders from Company and National Treasury File successful tender documents and contracts for easy retrieval File unsuccessful tender documents as per document management policy Ensure compliance with MFMA supply chain management requirements Develop and implement suppliers accreditation and verification system Manage, monitor and maintain supplier database obtained evaluated according to policies and procedures Quotations and orders filed for easy retrieval received relevant documentation for filing and processing. Quality goods /services procured MFMA complaint Tender policies and procedures implemented Receipts provided for all monies received Bid specification, tender evaluation and adjudication committees met as required Successful bid documents accompanied with signed contract filed for easy retrieval Unsuccessful tenders filed MFMA compliant Supplier database regularly kept up-todate

4 Develop and implement supplier performance measurement system Develop and implement sourcing strategies and procedures Create an enabling environment for BEE suppliers 5. Contract Ensure that all contracts are up to date with required documentation in Administration compliance with legal requirements. Assist and Contract. 6. Provider Database Establish database of potential providers Establish a list of approved suppliers for goods / services required on a recurring base through a competitive bidding process Update service provider database Update list of non performing suppliers / company restricted bidder list 7. Treasury and Legal Compliance 8. Supplier Database Ensure that the Supply Chain office complies with all rules and regulations of the treasury and keep the NDA up to date of any amendments to the existing laws that might impact its processes Ensuring compliance with different statutory legislation. Development and monitor supplier database and ensure that it is up to date. Manage supplier agreements and inventory management Updated approved service suppliers list for recurring services Updated preferred service providers list for quotations

5 Key Competencies GENERAL MANAGEMENT SKILLS: Planning Leadership Communication Facilitation Conflict Relationship Ethical General skills Knowledge of financial policy and procedure development and implementation Financial Data Analysis skills Budgeting and Budget Problem-solving skills TECHNICAL KNOWLEDGE AND SKILLS Social Housing Sector knowledge Social Housing Sector Legislation MFMA knowledge Knowledge of Treasury and City of Johannesburg policies Agreed by Job Holder Name printed Signature: ATTRIBUTES Emotional Intelligence Leadership Assertiveness Interpersonal Skills Adaptability and flexibility Situational sensitivity Approved by Immediate Line Manager Approved by Divisional Executive or CEO Name printed Name printed Signature: Signature: No job description can be all embracing. The above statements are intended to describe the general nature of work being performed by incumbent. They are not intended to be an exhaustive list of all responsibilities, duties and skills required. In addition, if required, a job holder may be allocated to other temporary duties, provided these are in keeping with his/her status and experience.