Officer: Acquisition Mngmt - Quotations, Durban

Purpose of the Job: The Officer: Acquisition Management (Quotation) is responsible for achieving business units targets including allocated projects, by providing customers with easy and friendly SCM operations support and solutions to meet their requirements. Contribute to business units presentations and frequently inform business units new legislative developments within the SCM environment. The position is responsible for the maintenance of purchasing arrangements for the RAF. The key function is to acquire goods, services and works as per prescribed thresholds.

Key Performance Areas

Acquisition Management 

• Receives and verifies the validity of the application request.
• Compile RFQ documents.
• Issue RFQ to suppliers.
• Manages responses from suppliers.
• Conduct evaluation of RFQ received.
• Maintain the PR in the system.
• Create and issue PO or Handover RFQ documents to contract.
• Follow up on Deliveries.
• Compile Bid Adjudication Committee (BAC) submissions for deviations.
• Compile and update the reports templates on a weekly basis. Keep abreast with developments around SCM Legislative Framework/ Prescripts.
• Support the research and negotiation of prices and terms of agreements with suppliers on behalf of RAF.
• Conduct market research to identify potential suppliers who could meet RAF's needs.
• Review or evaluate bids from suppliers to ensure that they conform to specifications and are complete.
• Arrange BEC meetings for evaluation of bids from suppliers for complex RFQs to ensure that they conform to specifications and are complete.
• Communicate with Suppliers/ Service Providers to ensure that orders are processed accurately and on time.
• Implement acquisition management processes.

Reporting

• Assist in the preparation and submission of Regulation reports.
• Contribute to the development of functional reporting systems, for management, project or performance reporting.

Stakeholder Management

• Assist with inquiries and requests for information from both internal and external stakeholders.
• Assist customers with requirements timeously and provide alternative solutions to business units/requirements.
• Provide constant written feedback to customers until the transaction under consideration is completed.
• Contribute to the maintenance of relationships with vendors, service providers or procurement teams and ensure that all relevant procured items are invoiced and paid on time.

Records Management

• Archive all the necessary documents related to individual purchase requisitions on the shared folder and system.

Qualifications

• Bachelor’s Degree/ Advanced Diploma in a Supply Chain Management/Finance related qualification.

Experience

• Relevant three (3) years’ experience in an Acquisition Management related environment specifically dealing with quotations.

• Knowledge and understanding of procurement/ supply chain management within SoEs will be an added advantage.

Behavioural Competencies

• Planning, Organising and Coordinating
• Personal Mastery
• Judgement and Decision Making
• Ethics and Values
• Client Service Orientation

Technical Competencies 

• Knowledge of Public Finance Management Act (PFMA)
• Knowledge of Treasury Regulations and other relevant regulations
• Knowledge of Ms Office
• Understand and knowledge of ordering process and supply chain
• Ability to work under pressure with less supervision

NB: “RAF offers Total Employment Cost packages with no additional contributions from the Employer, successful candidates are required to structure their packages in a manner that will suit their needs”.

Purpose of the Job: The Officer: Acquisition Management (Quotation) is responsible for achieving business units targets including allocated projects, by providing customers with easy and friendly SCM operations support and solutions to meet their requirements. Contribute to business units presentations and frequently inform business units new legislative developments within the SCM environment. The position is responsible for the maintenance of purchasing arrangements for the RAF. The key function is to acquire goods, services and works as per prescribed thresholds.

Key Performance Areas

Acquisition Management 

• Receives and verifies the validity of the application request.
• Compile RFQ documents.
• Issue RFQ to suppliers.
• Manages responses from suppliers.
• Conduct evaluation of RFQ received.
• Maintain the PR in the system.
• Create and issue PO or Handover RFQ documents to contract.
• Follow up on Deliveries.
• Compile Bid Adjudication Committee (BAC) submissions for deviations.
• Compile and update the reports templates on a weekly basis. Keep abreast with developments around SCM Legislative Framework/ Prescripts.
• Support the research and negotiation of prices and terms of agreements with suppliers on behalf of RAF.
• Conduct market research to identify potential suppliers who could meet RAF's needs.
• Review or evaluate bids from suppliers to ensure that they conform to specifications and are complete.
• Arrange BEC meetings for evaluation of bids from suppliers for complex RFQs to ensure that they conform to specifications and are complete.
• Communicate with Suppliers/ Service Providers to ensure that orders are processed accurately and on time.
• Implement acquisition management processes.

Reporting

• Assist in the preparation and submission of Regulation reports.
• Contribute to the development of functional reporting systems, for management, project or performance reporting.

Stakeholder Management

• Assist with inquiries and requests for information from both internal and external stakeholders.
• Assist customers with requirements timeously and provide alternative solutions to business units/requirements.
• Provide constant written feedback to customers until the transaction under consideration is completed.
• Contribute to the maintenance of relationships with vendors, service providers or procurement teams and ensure that all relevant procured items are invoiced and paid on time.

Records Management

• Archive all the necessary documents related to individual purchase requisitions on the shared folder and system.

Qualifications

• Bachelor’s Degree/ Advanced Diploma in a Supply Chain Management/Finance related qualification.

Experience

• Relevant three (3) years’ experience in an Acquisition Management related environment specifically dealing with quotations.

• Knowledge and understanding of procurement/ supply chain management within SoEs will be an added advantage.

Behavioural Competencies

• Planning, Organising and Coordinating
• Personal Mastery
• Judgement and Decision Making
• Ethics and Values
• Client Service Orientation

Technical Competencies 

• Knowledge of Public Finance Management Act (PFMA)
• Knowledge of Treasury Regulations and other relevant regulations
• Knowledge of Ms Office
• Understand and knowledge of ordering process and supply chain
• Ability to work under pressure with less supervision

NB: “RAF offers Total Employment Cost packages with no additional contributions from the Employer, successful candidates are required to structure their packages in a manner that will suit their needs”.