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 & 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 MANEGEMENT
- 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.