Reporting into Finance
JOB PURPOSE: To take responsibility for sourcing, acquiring and managing various services and products at the right price, quality and time, while adhering to all legal, regulatory, and policy requirements defined by the business, in support of achieving the company’s business objectives (internally and for client/ project-based requirements).
Key Performance Areas:
Supplier Management:
To identify, source and manage various suppliers (locally & internationally) to support the business in achieving is strategic priorities and ensure excellent satisfaction for our client projects.
To monitor and manage suppliers’ performance through the introduction and management of SLAs in order to control quality and service deliver
Procurement Process Management:
To develop internal RFP’s documentation to ensure that all the needs are clearly defined in order for suppliers to BID in a timely and effective manner.
Ensure that RFPs are distribute through various channels to ensure the best quotations are obtained (cost vs quality), to service the clients (internal and external) effectively.
Together with finance, negotiate and manage supplier contracts, ensuring overall compliance, to mitigate risks and manage service delivery.
Financial Oversight:
Work closely with finance to manage the service delivery administration. Including but not limited to:
Checking quotations and contracting
Managing purchase orders and payment accuracy
Checking and submitting invoices for payment according to procedure.
To monitor trends and expenditures of each supplier to timeously identify discrepancy that needs to be resolved and ensure alignment with original contracting guidelines.
To monitor accuracy or discrepancies between quotation vs actual spend and manage accordingly to limit the impact to the business in relating to overall project profitability.
Rating (time/cost/quality)
To analyse cost trends and identify opportunities to save through supplier relationships and/or matrix project delivery solutions.
Tender Administration:
To obtain, complete and submit the administrative documents associated to RFP/Tenders accurately and within the deadline, to ensure that various business opportunities are initiated in support of sales and business continuity.
To accurately load all required documentation and other information onto various client portals to ensure that the tender or proposal requirements are met within the deadline in support of future business growth and success.
To accurately file and archive all tender documents including proposal request, proposal and receipt for future reference.
Procurement Compliance:
To provide guidance and training to internal staff with regards to the Procurement policy & procedure as and when required.
To take full responsibility for the developing and implementing the procurement management process, ensuring overall compliance to ensure that the business adheres to best practice and legislative requirements when procuring various goods and services.
To ensure that all service providers have a valid contract in place at all times.
Financial Administration:
To ensure that all company documentation and certificates required to operate effectively and lawfully are obtained, maintained, and kept up to date at all times. (E.g., BBEEE certificates, banking details, professional insurance, and letter of good standing)
To support the finance department in tracking the expiry of various documents, SLAs, or contracts to minimise the risk and ensure continuity of the organisation.
Create and maintain a contract register by adding new contracts, making amendments, and monitoring the expired contracts to support the management of contracts.
To ensure that all other administration associated to the role is accurate and up to date at all times.
Contract Coordination:
To ensure that each client has a signed and valid contract on file (hard and electronic copy) before the commencement of any project deliverables, to minimise the risk for the organisation.
To review and ensure contracts are accurately and fully completed by clients, signed by all parties, distributed and filed accordingly, to clarify expectations and manage risk.
To engage with external procurement officer to ensure efficiency of service delivery and continuity of business.
System Administration:
To build and manage a reputable supplier database in order to optimise resources across projects thereby improving operating costs and contributing to increased profits per project.
To resolve any identified variances with relevant parties in a timely manner to ensure accuracy on invoicing.