The main purpose: Ensuring compliance to the Supply Chain Management Policy, with the execution of processes and procedures, effective administration of tenders and quotations as well as maintaining records of outcomes, supporting, and contributing to fair, equitable, transparent and cost-effective acquisition management practices that is consistent with policies and laid down requirements encapsulated in legislative frameworks.
Reporting to the: Senior SCM Practitioner: Demand & Acquisition
Key responsibilities will include but are not limited to:
1. Provide support with the implementation of procedures, systems and controls
- Provide support with the implementation of Supply Chain Management Policy and processes, clarifying understanding and implementation approach, outcomes and performance measures to end-users.
- Provide support with the aligning of information systems, applications, work processes and role boundaries to support functional outcomes related to procurement.
- Provide advice and guidance to user-departments on the interpretation of procedures, application and communication sequences associated with the Supply Chain Management processes.
- Assist with the design and development of standard tender documents and specifications.
2. Acquisition Management
- Effective and proactive liaison with Business Units/ End-user departments in the CTICC in respect of technical specifications, costing analysis, maintenance and contractual implications.
- Prepare invitation for bids/formal written quotations, request for proposals and solicit bids/quotations or proposals from suitably responsible bidders and subsequent evaluation and recommendation.
- Form part of the BSC, and BEC and BAC meetings
- Preparing of all bid/formal written quotation related documentation and reports required (e.g., tender documents and invitations, BEC/BAC reports, minutes of meetings)
- Verify compliance to CIDB prescripts regarding the applicable grading to be applied to a tender
- Attend tender site / clarification meetings and advice prospective tenderers on SCM practices and procedures
- Perform an SCM Compliance evaluation on bids/quotations received to verify the responsiveness of the bids and compliance to the CTICC SCM Policy, i.e. (Verifying Information: Tax Clearance Validity, BBBEE Status level, Preference points claimed in terms of Preferential Procurement Regulations, etc.)
- Communicate with and advice user departments or tenderers on any issues regarding the compliance evaluation of tenders received
- Draft and issue all public notices associated with bids/quotations.
3. Administrative Support
- Maintain all internal control registers and update them accordingly
- Ensure that bid document audit trail is maintained
- Ensure the integrity and effective administration of supply chain delivery processes
- Provide telephonic, written and e-mail responses to user-department and tenderer enquiries regarding administrative processes, tender document submission or distribution and the completion of MBD documentation
- Maintain the electronic filing system of the Supply Chain Management Unit
- Assist and provide information requested by external/internal auditors
4. Demand Management
- Gathering information relating to the needs analysis from internal departments
- Assistance with consolidating a Demand Management Plan from information and inputs submitted by internal departments regarding their expected procurement plans.
- Maintaining the Demand Management Plan monthly to ensure the monitoring of the performance against the milestones of the plan
- Assistance with the compilation of a monthly status report for consideration by senior management
