Officer: Acquisition Management

Description

The successful candidate must be able to perform the following duties:

Functional Management

• Provide input into the budget and tactical work plans for the Acquisitions Management business unit.
• Work with all the Business areas, to identify gaps in processes, analyse and improve where necessary to increase speed, quality and gain efficiencies in the implementation of BMA projects.
• Assist in the planning, designing, implementation and communication of the overall Acquisitions Framework for procurement, in consultation with all business unit management and executives.
• Source products, services and resources according to the various business units and regional 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.
• Manage 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.
• Oversee the delivery of goods and/or services as per the RFQ and Service Contract.
• Liaise with suppliers and follow up on orders placed with service providers and/or suppliers to ensure that goods are delivered timeously.
• Attend to and resolve internal queries’ relating to order status and respond to internal client and supplier inquires related to all purchase orders and deliveries.
• 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
• 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.
• Liaise with all business units to draft bid documents based on accurate business needs and in line Public Finance Management Act protocols.
• Coordinate the submission of tenders from various services provides and manage tender documents in line with Public Finance Management Act protocols.
• Attend to and resolve internal queries’ relating to the tender process status and respond to internal client and service provider inquires related to all bid documents, bid scope and deliveries.

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

Risk and Compliance Management

• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit requirements.
• Maintain quality risk management standards in line with relevant requirements.
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Review related Standard Operating Procedures in consultation with the Specialist: Acquisitions Management to ensure business optimisation.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.

Requirements

• At least 4 years at supervisory working experience in Supply Chain Management,

Knowledge

• Good knowledge and understanding of the PFMA, Treasury Regulations and Guidelines
• Knowledge and understanding of the SCM Regulations, Practice Notes, Circulars, Policy Frameworks
• Knowledge and understanding of the Preferential Procurement Policy Framework Act and its associated regulations.
• Border Management Authority Act,2020.

Other 

• Flexibility in working hours will be required to meet demands of the role.
• May be required to work overtime.
• Valid driver’s License