Procurement Tender Officer: IDD - Development Bank of Southern Africa

Job Description    

• The purpose of this role is to manage the procurement cycle and implement the infrastructure procurement plans. The role will include being responsible for tender process, support the evaluation teams and ensuring effective supplier performance management.

Key Responsibilities

• Ensure compliance of the Infrastructure Delivery Division with all relevant laws and regulations as it relates to supply chain management for the Infrastructure Delivery Division’s operations
• Ensure overall compliance of supply chain management and risk management of supply chain management 
• Facilitate innovation and efficiency improvements across the Infrastructure Delivery Division’s supply chain
• Monitor and ensure consistent service delivery levels across the programme structures and the areas of improvement
• Manage lead times of procurement and maximise economies of scale
• Oversee all aspects of the tender process and ensure coverage of legal requirements for the Infrastructure Delivery Division arising from all supply chain management processes
• Conduct an ongoing review and provide recommendations on how to optimise supply chain management across the Infrastructure Delivery Division
• Conduct detailed training and workshops with programme teams to increase ease of operations and relationship management with all supply chain management
• Facilitate monthly demand planning meetings with programme teams to understand their procurement/tender requirements and feed into cash flow planning and working capital planning with the financial accounting team
• Provide input into contract management process and the monitoring of performance of suppliers and improve/increase the Infrastructure Delivery Division’s focus on value for money spent
• Support the SCM committees in line with supply chain management regulations
• Manage and control the risk register for supply chain management and the overall impact on the financial growth of the Infrastructure Delivery Division
• Promote sharing of information and on the job training to ensure all team members in the Infrastructure  Delivery Division understand the financial controls they are responsible for executing and what can go wrong if they do not uphold the spirit and soundness of the financial control environment
• Conduct quarterly spend analysis to identify changes and opportunities
• Ensure spend is categorised into correct commodities
• Conduct market research
• Monitor and manage supplier performance
• Manage the list of preferred vendors and contractors across all the Infrastructure Delivery Division project

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KEY INTERNAL LIAISON RELATIONSHIPS

• IDD Business Development Unit - understand Client pipeline to inform demand planning and procurement strategies
• IDD Business Performance Unit - SCM performance relative to the demand plan and project prioritisation
• IDD Business Delivery Team (CPM; PMs) – Bid planning, specifications, evaluation and contract administration
• IDD Quantity Surveyors – construction norms
• IDD Quantity Surveyors – construction norms and standards, Bid planning, evaluation, risk analysis and cost analysis
• Legal Unit – contracting, contract administration
• Internal Audit – governance
• Finance Unit -  financial risk analysis, supplier payments

KEY EXTERNAL LIAISON RELATIONSHIPS

• IDD Clients - management of SCM performance against MOU
• Office of the AG – audits and governance
• National Treasury – reporting and governance

KEY EXTERNAL LIAISON RELATIONSHIPS

• IDD Clients - management of SCM performance against MOU
• Office of the AG – audits and governance
• National Treasury – reporting and governance

Expertise & Technical Competencies   

Minimum Requirements

• Bachelor’s degree in Business, Engineering or Supply Cain Management related discipline
• A minimum of 3 to 5 years’ experience in tender management and infrastructure procurement.
• Experience in professional service providers procurement for construction and allied industries.
• A strong career track record in managing the supply chain management function within a large, complex organisation with multidimensional businesses for a minimum period of 3 to 5 years.
• Strong understanding of and commitment to good corporate governance, supply chain management regulations and laws and other regulatory requirements including the PFMA.
• Exposure to supply chain management within the government environment is a minimum requirement.
• Working experience with SAP Procurement module or a similar ERP system.

Advantage

• Member of Chartered Institute of Purchasing and Supply would be an added advantage
• Construction/Infrastructure procurement
• MS Office proficient

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Required Personal Attributes    

BEHAVIOURAL

Flexibility

• The ability to adapt to and work effectively within a variety of situations, and with various individuals or groups. Flexibility entails understanding and appreciating different and opposing perspectives on an issue, adapting one’s approach as the requirements of a situation change, and changing or easily accepting changes in the job requirements or DBSA as a whole.

Decisiveness

• Is the confidence and ability to take timely and appropriate decisions to further business objectives. It includes investing a level of effort which is appropriate to the decision in hand and ranges from taking routine decisions promptly to making decisions which may be risky or unpopular, and requires the use of judgment.

Customer Service orientation

• Anticipating, meeting and exceeding the needs and expectations of customers. This implies working together with customers to build long-term relationships and focusing one’s efforts on delivering increased customer value. A customer may be an external customer, or an internal customer/colleague within DBSA

Attention to Detail

• Reflects an concern for monitoring and checking work or information for correctness/quality.

Impact & Influence

• Implies an intention to persuade, convince, influence, or impress others (individuals or groups) in order to get them to go along with or to support own agenda.

Analytical Thinking

• Understanding a situation, issue, problem, etc. by breaking it into smaller pieces, or tracing the implications of a situation in a step-by-step way.

TECHNICAL COMPETENCIES

Planning & Organizing

• Is relied on to helps other plan and organise their workload.
• Uses effectively advance time management processes to deal with high workload and tight deadlines.
• Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
• Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning

Negotiation Skills

• Understands and can apply basic negotiating skills and techniques, e.g. obtaining a full understanding of the other party's agenda and needs before disclosing own perspectives.
• Possesses an understanding of various unspoken communications from other parties and can decipher hidden agendas.
• Is able to successfully conclude negotiations which require the development of an emotional as well as factual argument.
• Is able to develop mutually-beneficial potential solutions.

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Written Communication

• Understands that different writing styles are required for different documents or audiences.
• Write effective correspondence, prepares questions and reports, statements of circumstance and briefing notes.
• Reviews others’ documents for clarity and impact.
• Has a solid mastery of writing principles such as grammar, sentence construction etc.

Presentation Skills

• Understands how to present objectives in a compelling manner and maintain the interest of the audience.
• Knows how to deliver presentations appropriately (e.g. maintaining eye contact, the appropriate use of hand gestures etc.) and at the correct pace.
• Knows how to clarify and confirm people’s feelings, concerns and needs.

Policies and Procedures

• Has detailed understanding of relevant policies and procedures and interprets these according to operational circumstances to ensure compliance.
• Understands the business context sufficiently to recommend improvements and modifications to existing policy.
• Is able to write new procedures.