Procurement Specialist

GENERAL PURPOSE

The Procurement Specialist is to oversee purchases and develop new contracts. You will play a key role in procuring high-quality and cost-efficient supplies for our organisation in this position. You will follow procurement procedures and industry best practices, maintain updated lists of current and incoming inventory, CI and be responsible for processing and supporting purchases. The Procurement management functions across the inland and coastal portfolio of properties comprising Braamfontein, Pretoria, Cape Town, Port Elizabeth and Durban by ensuring support of the complete facility and asset management functions to the company high standards in the following disciplines: -

• Administer the Procurement Process
• Supplier Management
• Procurement of supplies and inventory to CI and Operations requirements
• Category Procurement
• Asset Management Replacement Programmes

The incumbent interacts with: -

• a multiskilled technical self-delivery team and
• collaborates with subject matter experts as noted to provide the goods and or services required in the following areas: -
• Technical Services,
• Asset Management,
• Health and Safety,
• Facilities Management Team
• Company Office Supplies

As a result of this, you are maintaining and increasing the value of the company’s assets (buildings) while meeting the Organisational mission of being a “well managed, leading provider of clean, safe and affordable accommodation”.

RESPONSIBILITIES

Administer the Procurement Process:

• Ensure the procurement policy is complied with or exemption provided within the company ALM schedule
• Ensure the current sourcing criteria are complied with covering BBBEE certified spend, vendor credit profile and ratings, national coverage, etc
• Manage the procurement process from initiation by a user requirement, through RFQ, Analytics of responses received to the timeous placing of approved orders
• Provide reporting on budget spend on operational and capital spend
• Provide an annual report on the vacate and intake program with analytics.

Supplier Management:

• Benchmark the services, costs and delivery of material suppliers, service providers and project delivery for fair value, cost-effective solutions and delivery, value and SLA
• Ensure management of vendor delivery with Facility and Asset management Staff meets the company delivery and strategic objectives
• Monitor and report on the order, invoice and payment of vendors
• Ensure that all contracts are valid, cost-effective, contribute value on delivery and follow the procurement process for timeous renewal, reporting status monthly
• Assist in the processing of new vendors onto the company systems, reporting on progress monthly, noting exceptions

Procurement of supplies and inventory to CI and Operations requirements:

• Source, buy and distribute office equipment and furniture according to needs and requirements.
• Ensure the capture of all assets purchased on the company asset list as per the allocated portfolio
• Support the Facility Operations Team to manage all furniture stock/tools/materials/vendors required for a successful vacate/intake process.
• Ensure the goods for the vacate and intake annual program are delivered to specification, on time with the technical and facility teams
• Ensure attic stock of all intake and vacate furniture/fixture/fittings are stored and accounted for. Any requirements to utilise this stock are approved by the Executive.
• Support the purchasing plan for the vacate and intake annually by 1 October, requiring the approval of the Exec Team by this time
• Manage the new furniture (desks/chairs/couches/dustbin) budget to meet the approved CI requirements limiting excessive stock as CI is changed.
• Manage the antique furniture stock in the Biccard Storeroom.
• Support the effective sourcing of goods for the internal store, supporting the self-performed maintenance team
• Support and ensure delivery of project materials as noted by the FM and Technical Teams
• NOTE: -        
• All maintenance issues for HQ are deferred to the appointed FM and JFM for the Head Office
• All fire and IT related matters are to be referred to the SFM and IT HOD, respectively.

Category Procurement:

• Support the technical team in establishing benchmarked rates per service category to allow for an agreed below market call of rate for materials and services
• Six monthly reviews of allocated categories to vendors ensuring continuity of a cost-effective supply within sourcing policy
• Apply category management to all CI materials

Asset Management Replacement Programmes: 

• Provide support to Asset Management in the sourcing and benchmarking of CI materials and goods
• Assist in the containment of costs through then support of AM strategic initiatives
• Provide purchasing support for small projects allocated in line with all National Standards.
• Track and report on Category, CI and project expenses.
• Collaborative working with the Asset Management Team to meet the company agreed objectives.

EDUCATION

• Grade 12
• Degree in Supply Chain Management qualification preferable

EXPERIENCE

• Three year Degree or Certificated Procurement Qualification.
• Relevant experience in the Facilities Management and Built Environment
• Intermediate financial and negotiation skills
• Minimum of 2 years in a related role,
• Management of suppliers
• Must be able to demonstrate flexibility concerning the wide variety of works carried out, covering project, technical, security, fit-out and services

Closing Date:  25 February 2022

Important: Correspondence will only be entered into with short listed applicants. Should you not hear from us within four weeks, please consider your application unsuccessful.