Officer Demand and Contract Management

The successful candidate must be able to perform the following functions: Procurement Receives an authorised purchase requisition with the relevant budget attached. Selects the suitable supplier from the quotations received. Places a request for quotation from the identified suppliers on the database on a rotational basis. Requests quotations and submits to End User to select the most suitable supplier. In cases of suppliers not being on database / capacity to provide resource required sources relevant supplier. Creates a purchase order to confirm agreement for the services and/or goods to be procured. Notifies the supplier that they have been selected and liaise with the supplier to determine the timeframe for delivery of the goods or services. Assists the Senior Manager: Demand & Contract Management in developing the demand management and procurement plans. Ensures that goods / services requested by End User is catered for in the plan. If not, escalates the Senior Manager: Demand & Contract Management. Follows up on all outstanding deliveries and unfulfilled orders. Adheres to applicable policies, procedures and legislation in the procuring of goods and services. Procures goods and services within the allocated time frame. Source products, services and resources according to the various business units and provincial office needs and scope of services. Prepare procurement documentation to source goods and services as per prescribed policies and protocols. Negotiate with suppliers for the best value after approval for low value low risk goods and services. Select appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability, ethical purchasing standards and Total Cost of Ownership. Responsible for the vendor on-boarding process and ensure that all vendor documents are submitted and verified for upload to the system. Convert requisitions to purchase orders where required as per Standard Operating Procedures and expedite requisitions into purchase when required. Effectively submit and expedite contract requests with the Tender and Contracts management unit to ensure prompt commencement and/or delivery of services. Monitors the delivery of goods and/or services and follows up with the suppliers. Assists in resolving any issues that may arise in relation to goods and services to be delivered and provide resolutions in collaboration with both parties. Verifies the correct goods have been delivered as per the Unit initial request. Receives the invoice following delivery and submits to Finance for payment with the supporting documentation. Follows up with Finance to ensure that payment is affected in order to close request. Obtains authorisation from End User and ensures all documentation in relation to procurement process before submission to Finance. Coordinate and verify all procurement invoices for accuracy and in line with the Acquisition budget and quotations for approval and submission to the Finance business unit. Prepare internal reports with relevant procurement data as required. Tender Administration Conclude all required tenders timeously and effectively and apply escalation and approval in line with the Delegations of Authority. Coordinate all Bid Specification, Evaluation and Adjudication committee activities in line with Public Finance Management Act protocols and advise all members of their roles and responsibilities. Collates specifications of the tender from the User Department and/or bid specification committee. Assists with the compiling of the bid documents in line with the relevant legislation and bid specification committee. Advertises the tender in accordance with the relevant legislation. Schedules and facilitates Tender Committees. Ensures compliance with tender process. Stakeholder Management and Relations Ensure the development and effective stakeholder relations management with both local and international communities in support of national objectives and regional priorities. Build and maintain relationships with all BMA business units for the purposes of expectations management and knowledge sharing. Facilitate stakeholder relationships within the border control environment. Represent and participate in the BMA’s committees and tasks teams. Attend industry related forums, conferences and workshops to gain industry insight for the purpose of business improvement. Financial Management Provide input in the planning and compilation of the business unit’s annual budget aligned to the operational plans to support the implementation of set objectives. Ensure the effective implementation, management, monitoring of the business unit’s budget, and mitigate and report on any variances. Monitoring financial control, budget management and the procurement process to ensure compliance with the legislation e.g. (PFMA, PPFA, and BBBEE). Ensure the deployment of proper financial controls to manage the business unit budget. Report on and communicate any costs improvements and shortfalls.