Position Title: Procurement Administrator - 5 Months Fixed Term Contract

ROLE DESCRIPTION

Job summary statement/purpose
Provide Procurement/ Supply Chain Management services ensuring compliance with legislative and
regulatory framework.

Key performance areas (duties & responsibilities)
1. Procurement/Vendor management
? Capture new supplier (vendor) on Fraxion;
? Confirm that vendors are registered on National Treasury Central Supplier Database;
? Verify and Maintain the BBBEE and other vendor information on Fraxion and on the Cognos
BBBEE Input Sheet for NMI’s and Investment Managers;
? Confirm that all registered service providers comply with the PFMA, BBBEE regulations and
National Treasury regulations and requirements; and Maintain a preferred supplier register

2. Fraxion (procurement system) Procurement process Management
? Review requisitions captured by business on Fraxion daily and prepare RFQ’s;
? Review and capture quotations received daily on Fraxion;
? Review and capture invoices received and receipted against purchase orders;
? Request tax invoices for all pro-forma invoices within 30 days
Monitor Pro-Forma invoices and update Pro-Forma Register

3. Request for Quotation (RFQ) Process without functionality
? Prepare Functionality RFQ register and create RFQ reference number on Ulwazi.
? Forward information to Procurement Officer
? Prepare and complete process checklist
? Processes the vendor information on Fraxion to be available for the requester to capture the request
? Monitor the process by updating the register and checklist daily
? Prepare award and regret letters
? Update checklist for review and signing by SPO on closing of the RFQ

4. Request for Proposal (RFP) Bid Process
? Prepare RFP register and create RFQ reference number on Ulwazi.
? Prepare and complete process checklist
? Assist with reparation of governance, Review documentation (BBBEE Certificate, etc.)
? Prepare agenda for bid meetings
? Arrange Bid Committee meetings
? Prepare Bid Committee minutes
? Arrange bidders presentations
? Prepare other correspondence to bidders, i.e. outstanding documentation or incomplete forms,etc.
? Prepare Bidder regret letters
Prepare Bidder award letters
? Update checklist for review and signing by SPO on closing of the bid

5. Reporting
? Update RFQ, RFP Registers to be reviewed and signed by SPO
? Prepare Vendor BBBEE Register for review by SPO monthly
? NMI BBBEE Register for review by SPO monthly and submit to Cognos to update BBBEE information
? Investment Management BBBEE Register for review by SPO monthly and submit to Cognos
to update BBBEE information

6. Ad hoc duties
Perform any reasonable task as and when required by the Line Manager

BEHAVIOURAL COMPETENCIES/Attributes:
? Analytical
? Detail oriented
? Assertive
? Business ethics, integrity and corporate governance
? Logical
? Of sound judgement
? Diplomatic
? Resilience and ability to deal with change
? Cultural sensitivity
? Work ethic

QUALIFICATIONS and EXPERIENCE:
Minimum:
? 3 year Post matric qualification
? At least three (3) years procurement/ supply chain administration experience preferably with
PFMA and National Treasury background.

Knowledge
? Sound knowledge of procurement/ accounting procedures
? Good knowledge of regulations guiding procurement, incl. PFMA, BBBEE and Treasury
regulations
? MS Office Suite

Skills and Competencies
Technical Skills
? Good communication and interpersonal
? Ability to interact at all levels
? Excellent negotiation skills
? Good analytical skills
Strong numeric skills
? Report writing
? Technical and analytical skills to resolve problems
? Excellent problem solving ability
? Display high level of diplomacy in communicating with customers and staff
Advance written and verbal communication
Attributes/values
? Self-motivated and deadline driven
? Team player
? Honesty and Integrity
? Maintain confidentiality
? Ability to work under pressure
? Attention to detail

Demographics
A South African citizen of any gender, preference will be given to an EE candidate
Location of the role
The role will be located in Illovo, Johannesburg