Procurement Officer (3062)

MINIMUM REQUIREMENTS:

• Diploma in Procurement, Supply Chain, Finance or related field at NQF Level 6
• At least 5 years relevant experience in carrying out technical duties in a procurement and contract management environment for corporate procurement

POSITION OBJECTIVE:

• The Procurement Officer will be responsible for the procurement of goods and services in line with all applicable SCM legislation in a manner that is fair, competitive, equitable, transparent, and cost effective SCM systems.

COMPETENCIES:

• Knowledge of public procurement systems including the legal framework of the various regulatory institutions responsible for procurement and transformation.
• Good understanding of critical linkages and relationship between the business operational objectives and procurement models.
• Good communication skills

SKILLS:

• Apply strategic sourcing approach in the procurement of goods and services to achieve value for money (e.g., TCO principle): Implement and operate transversal contracts for SANRAL.
• Understanding of public procurement principles, legislation, and SCM processes.
• Ability to apply sourcing strategies and Total Cost of Ownership (TCO) principles to achieve value for money.
• Preparation, administration, evaluation, and management of quotations, bids, and tenders.
• Administration and monitoring of contracts from award through to closure.
• Review and validate specifications to ensure fairness, competitiveness, and compliance.
• Ensure compliance with legislation, policies, delegations, audit requirements, and ethical standards.

KEY RESPONSIBILITIES:

Commodity & Specification Management

• Apply strategic sourcing principles in the procurement of goods, services, and works to achieve value for money, including the application of the Total Cost of Ownership principle where appropriate. 
• Implement, administer, and monitor National Treasury transversal contracts on behalf of SANRAL. 
• Develop and implement SANRAL transversal contracts to optimise procurement efficiencies and standardise procurement practices. 
• Conduct market analysis and supplier research to inform sourcing strategies and determine the most appropriate procurement mechanism. 
• Promote supplier development, transformation objectives, and preferential procurement in accordance with SANRAL policies and applicable legislation.
• Review procurement requests, scopes of work, and technical specifications submitted by end-users to ensure completeness, accuracy, and alignment with procurement requirements. 
• Ensure specifications are fair, unbiased, measurable, and do not unnecessarily restrict competition. 
• Provide procurement advisory support to end-users during the specification development process. 
• Draft and compile quotation and tender documentation in accordance with the PFMA, National Treasury Instructions, SANRAL SCM Policy, and other applicable legislation. 
• Ensure procurement documentation incorporates SANRAL's transformation objectives and preferential procurement requirements. 
• Facilitate the Bid Specification Committee process and present procurement documentation for review and approval prior to advertisement.

Initiate and coordinate acquisition process

• Analyse procurement requisitions to confirm completeness, availability of budget, proper authorisation, and alignment with the approved Annual Procurement Plan. 
• Coordinate procurement activities in collaboration with end-users to ensure the timely acquisition of goods, services, and works. 
• Ensure all procurement processes comply with the PFMA, National Treasury Instructions, SANRAL SCM Policy, Preferential Procurement legislation, and other applicable regulatory requirements. 
• Prepare quotation and tender documentation in accordance with approved procurement methodologies. 
• Prepare and coordinate tender advertisements for publication in the Government Gazette, eTender Portal, SANRAL website, and other approved platforms.
• Facilitate tender clarification meetings, respond to bidder enquiries, and ensure     accurate recording and communication of clarification responses.
• Conduct public tender opening sessions in accordance with prescribed SCM procedures. 
• Maintain accurate tender registers and procurement records. 
• Perform administrative compliance assessments of quotations and tenders before submission to the Bid Evaluation Committee. 
• Prepare Bid Evaluation Reports for consideration by the BEC and recommendation by the Procurement Manager.
• Prepare award recommendations and approval memoranda for consideration by the delegated authority, Bid Adjudication Committee (BAC), or Contracts Committee.
• Verify supplier compliance through the Central Supplier Database), tax compliance status, and other statutory requirements. 
•  Apply SANRAL policies, procedures, guidelines, circulars, and Delegations of Authority throughout the procurement process.
• Provide procurement documentation and technical support during internal and external audits and implement corrective actions arising from audit findings. 

KEY RESPONSIBILITIES cont....:

Contract Administration Services for non-engineering projects

• Administer the contract award process in accordance with approved procurement procedures. 
• Prepare and issue letters of award, appointment, and regret to successful and unsuccessful bidders. 
• Coordinate the handover of awarded contracts to contract managers and business units. 
• Facilitate the finalisation and execution of contracts with end-users and service providers. 
• Create Purchase Orders in SAP and contracts in SAP Ariba, ensuring the accuracy and completeness of procurement information. 
• Monitor and administer the contract lifecycle from contract award through implementation, completion, and close-out. 
• Support end-users in monitoring supplier performance and conducting supplier performance assessments. 
• Assist with the administration of contract variations, extensions, amendments, and contract close-out in accordance with delegated authority and SCM requirements. 
• Maintain and update procurement registers, including Awarded contracts (quotations and tenders, Contract variations and extensions, Deviations, Contractual disputes, Tender cancellations and contract terminations, Supplier restrictions and poor performance records. 
• Monitor contract expiry dates and proactively notify end-users to facilitate timely procurement planning and prevent service interruptions.

Document Management

• Maintain complete, accurate, and auditable procurement records throughout the procurement lifecycle. 
• Administer and maintain the electronic Document Management System in accordance with SANRAL records management requirements. 
• Conduct quality assurance reviews of quotation and tender files to ensure completeness, accuracy, and audit readiness. 
• Ensure procurement documentation is appropriately filed, safeguarded, archived, and readily accessible for audit and governance purposes. 
• Implement and maintain procurement document control checklists to promote consistency and compliance.

General Management

• Prepare and submit accurate procurement reports within agreed reporting timeframes.
• Monitor procurement performance and contribute to the achievement of organisational procurement objectives and key performance indicators.
• Contribute to the development, review, and continuous improvement of SANRAL SCM policies, procedures, standard operating procedures, and guidelines.
• Provide procurement advice and guidance to internal stakeholders on SCM policies, legislative requirements, and best procurement practices.
• Identify procurement risks and recommend appropriate mitigation measures.
• Promote sound corporate governance, ethical procurement practices, and compliance with applicable legislation and SANRAL policies.

Closing date for applications:  3 November 2026