Procurement Officer

KEY PERFORMANCE AREAS
1. Provide Support to Stakeholders
1.1. Ensure the establishment of good working conditions with internal and external stakeholders;
1.2. Ensure that bidding outcomes are communicated to bidding parties;
1.3. Arrange meetings with internal and external clients to familiarize them with SCM legislation and
regulations;

2.Financial Reporting
2.1. Ensure that invoices are submitted to finance for payment within agreed timeframes;
2.2. Ensure that invoices are reconciled with Purchase Orders and Contracts for corrections;
2.3. Ensure that expenditure is in line with budgeted and committed funds on the Purchase Orders;
2.4. Ensure that expenditure complies with the budget set as per Procurement Plan, bid document
pricing schedule and purchase orders;
2.5. Check and inspect Invoice Control Registers regularly.

3. Reporting
3.1. Submission of Procurement Plan Progress Report submission to the National Treasury not later than the 15th
Day of the new quarter;
3.2. Reporting of Deviations and Variations above 15% and Procurement by Other Means to the National Treasury and
AGSA;
3.3. Quarterly Submission of Procurement Report;
3.4. Updating Irregular, Wasteful and Fruitless Expenditure Report;
3.5. Updating TETA Contract Award Register.
3.6. Ensure that all legislated reporting requirements in terms of this function are complied with.

4. Drive Bid Committees
4.1. Assist with the establishment of TETA Bid committee (Bid Specification, Bid Evaluation and Bid
Adjudication Committees);
4.2. Assist with the compilation of roster for Bid Committees;
4.3. Assist with ensuring that Bid Specification and Evaluation Committee meetings are efficiently
managed.

5. Assist with the Implementation of Demand Management and Planning
5.1. Assist with the division's demand management planning in terms of Procurement
planning requirements;
5.2. Assist with ensuring that National Treasury Instructions, directives and practices are complied with;
5.3. Ensure analysis and selection of the best sourcing strategies for identified TETA requirements above
the quotation threshold of R1m;
5.4. Assist with the introduction of new motivations for requests that comply with SCM prescripts to
eliminate audit findings.

6. Assist with the Implementation of Acquisition Management
6.1. Assist with the development and maintenance of a compliant acquisition management system;
6.2. Ensure that requests for proposals/bids are properly sourced and that bids/tenders are advertised
on the national Treasury website and print media;
6.3. Ensure that there are procedures implemented to administer contracts and the outcomes prior to
the authorisation of payment certificates;
6.4. Assist the SCM Manager with the development of compliant TORs to serve in Bid Specification Committee and Bid
Adjudication Committee;
6.5. Assist with the provision of quality assurance of the Request for Bid (RFB) documents before
Publication;
6.6. Assist with ensuring that tender briefing sessions are properly managed;
6.7. Assist with the management of Tender Closing processes;
6.8. Facilitation of pre - compliance evaluation for all Bid Proposal received;
6.9. Handle advertisements of received bids and winning bids on TETA website and E-Tender Portal
6.10.Ensure that unsuccessful notification letters are drafted and sent to all unsuccessful bidders;
6.11.Ensure that service providers recommended for appointment are registered with CSD and are tax
compliant;
6.12. Assist in the drafting and vetting facilitation of Supplier/Service provider contracts;
6.13. Manage the contract management module in the e-Tender Portal.

7. Assist with Implementation of Logistics, Disposal and Facilities Management
7.1. Assist with ensuring that building facilities are properly sourced and maintained;
7.2. Ensure support to Corporate Services in relation to compliance with OHS Act;
7.3. Assist with ensuring that TETA’s vehicle/s is/are properly maintained and serviced;
7.4. Assist with the maintenance of effective inventory and disposal management systems;
7.5. Assist with continuous updating of the Excel spreadsheet for inventory stock items
(Issues/Receipts);
7.6. Assist with the validation of identified obsolete, redundant and unserviceable assets for disposal.

8. Supply Chain Performance Management
8.1. Assist in ensuring that SCM objectives and timeframes are achieved;
8.2. Ensure compliance to policies, procedures, norms and standards;
8.3. Ensure that savings are generated on bid awards where necessary;
8.4. Ensure that supply of goods and services operates cost efficiently and efficiently in relation to
goods and services procured through the tender procurement system.

9. Audit and Risk Management
9.1. Prepare for internal and external audits and submit evidence withing agreed timeframe;
9.2. Ensure no repeat findings in the AG Management Report and implement corrective action of
existing findings;
9.3. Maintain the Unit Risk register, monitor and report progress.

10. Learning and Growth
10.1. Training and development of staff to build sufficient capacity;
10.2. Planning of individual functions and ensure that PDP, PDA and Workplan are submitted and
implemented;
10.3. Provide on the job training, support, guidance and assistance to staff;
10.4. Handle day to day problem encountered by staff.

11. Management Responsibility
11.1. Identify and monitor team and individual goals;
11.2. Manage staff time, attendance and leave according to policy;
11.3. Ensure completion of performance agreements and appraisals of self and staff on or before the due
date;
11.4. Manage/ monitor and check on personal development plans submission, approval and
implementation;
11.5. Ensure Job profiles are updated and signed annually;
11.6. Ensure communication with department staff and following up department goals;
11.7. Monitor and check on employee capacity needs.