Procurement Officer

Job Description

The role is responsible for managing the procurement cycle through delivering effective and efficient procurement of goods and services (new requirements, contracted and non-contracted). Monitor and manage compliance with procurement policies, procedures and agreements in place. Facilitate the DBSA procurement objectives and targets through compliance with strategy and application of policies and procedures.

Key Responsibilities

KEY PERFORMANCE AREAS:

1. Planning and Standards

• Disseminate procurement policies, procedures, processes, templates, delegations, and performance metrics to build awareness and promote understanding.
• Train and equip business units to effectively manage or participate in procurement processes, including quotation and tendering activities.
• Engage Business Managers to identify upcoming work and determine support requirements from the Supply Chain Management (SCM) Unit.
• Plan and coordinate work schedules and timelines to align with sourcing and business demands.
• Collaborate with business units to identify and plan for non-contracted spend through the RFQ/RFP process.
• Conduct detailed analysis of procurement transactions (spend data) to identify trends, off-contract spend, policy deviations, and compliance gaps for improved planning, risk management, and reporting.
• Support the SCM Unit in contributing to the successful delivery of the Division’s financial strategy and operational objectives.

2. Technical Support and Value Management

• Support the financial division in delivering on the key business imperatives pertaining to cost containment, innovation, productivity and business relevance.
• Work with the appropriate business unit managers to understand their operational plans, sourcing requirements, budgets, service standards and targets (cost, transformation, etc.).
• Develop and maintain the demand pipeline and sourcing plan for the business.
• Conduct relevant research and maintain business intelligence to support effective solutions, advice and decision making for business.
• Lead and guide decisions on consolidation, rationalisation and relevance of services in line with changing business requirements and alignment to strategic imperatives such as cost containment.
• Support business units with drafting specifications/requirements for quotes and tenders.
• Support the tender unit and business with analysis of quotes and tender documentation/submissions
• Negotiate prices, terms and conditions with suppliers and deliver savings targets to the Bank.
• Provide integration and support to internal business units, decentralised operations and related partners/agencies pertaining to supply chain activities.
• Facilitate training and awareness sessions for staff involved in supply chain processes to ensure understanding, compliance, and effective participation.
• Support the SCM team and division during peak demand periods, staff shortfalls and ad-hoc project-related requirements.
• Support the Bank and the SCM team in delivering innovative solutions to improve productivity, service levels and contribute to cost containment.

3. Procurement Execution

• Procure goods and services to meet user requirements as per agreed service levels.

  • Manage and administer Request for Quotation process in line with policy, delegations and SLA
  • Manage and administer end-to-end Request for Proposal process in line with policy, delegations and SLA.
  • Manage and administer the order process in line with policy, delegations and SLA.
  • Manage and administer Order expediting and fulfilment.

• Communicate contract award and impact to BU (stakeholders and change management).

• Liaise and support with Legal and other relevant officials for the purposes of negotiation and contracting.

• Maintain accurate records and files (manual & electronic) of all the quotation/tender data.

• Maintain full compliance with defined policies, procedures, regulations and standards.

• Address transactional queries, gaps in information, incorrect postings, GL, Material Groups, etc., when review and releasing PR and PO's.

• Monitor transactional data for the purposes of identifying and expediently resolving deviations and risks to business and policy compliance.

• Prepare analysis, comparative schedules and recommendations to RFQ/RFPs for business unit consideration and decision making.

• Guide and assist business unit decision-making and solutions supported by credible market research and industry practices.

• Prepare quality reports and documentation for SCM consolidation and reporting.

• Support supplier performance management by tracking the level of compliance with orders placed with suppliers.

• Monitor supplier performance data with business units.

• Assess and resolution of supplier queries.

• Resolve errors on requisitions and purchase orders as required.

• Investigate and address supply non-conformances - administering product defects and recalls.

• Review and action open Requisitions and Purchase Orders as per the SLA.

• File/archive all source documents about each transaction (these must be complete, accurate and accessible).

• Monitor price increases and communicate changes as necessary.

• Contribute to items master development (catalogue and supplier).

• Ensure compliance with Procurement policies and procedures.

• Implement, monitor, report and manage attainment of procurement metrics / SLA.

• Support the team and Division with accessing and making available information timeously to Auditors and management in the correct format, content, completeness and accuracy.

4. Reporting

• Report process performance against SLA and on procurement lead times.
  • Open Requisition lead-time (weekly).
  • Open Order lead-time (weekly).
  • Open GRV’s (weekly).
  • Supplier payment lead times (weekly).
• Report on deviations (weekly):
  • retrospective transactions.
  • deviations from the process.
  • single source.
• Provide a monthly report on RFQ’s and closed tenders.
• Maintain trend analysis on procurement transactions (spend information) – report on non-contract spend, spend off contract and include recommendations to inform sourcing pipeline.
• Prepare reports (SCM dashboard) for discussion with Business Units (Divisions) - as per the SCM
• Dashboard (monthly).

Key Measurement Outputs

• Procurement of quality goods and services at the best possible price and with policies.

• Timely and accurate reporting.

• Effective and efficient procurement and expediting of goods and services as per the service level agreement.

• Performance management as per the service level agreement.

• Supporting the transformation strategy.

• Effective compliance with all governance requirements.

• Effective, accurate and complete records management for audit purposes.

• Clean audit.

KEY INTERNAL LIAISON RELATIONSHIPS:

• Other Professionals in the SCM Unit.

• Internal Clients and their representatives.

• Technical Specialists.

• Legal Unit – contracting, contract administration.

• Internal Audit – governance.

• Finance Unit - financial risk analysis, supplier payments.

KEY EXTERNAL LIAISON RELATIONSHIPS:

• DBSA Clients - management of SCM performance against MOU.

• Office of the AG – audits and governance.

• DBSA suppliers and service providers

• National Treasury – reporting and governance.

Expertise & Technical Competencies

QUALIFICATIONS & EXPERIENCE

Minimum Requirements:

• Bachelor’s degree in Business, Engineering or Supply Chain Management related discipline with strong procurement/sourcing expertise.

• A minimum of 5 years’ experience in tender management and/ or infrastructure procurement.

• Experience in professional service providers' procurement for construction and allied industries.

• Exposure to supply chain management within the government environment is a minimum requirement, subject to the experience of the candidate.