KEY PERFORMANCE AREA – FUNCTIONAL OUTPUTS / ACTIONS

PROCUREMENT OF GOODS AND SERVICES IN LINE WITH SCM POLICY, TREASURY REGULATIONS, PRACTICE NOTES, CIRCULARS AND INSTRUCTION NOTES

• Source quotation from tax compliant service providers registered on the CSD in a set turnaround time.
• Compile RFQ comparative schedules and recommendations for approval
• Generate purchase orders the distribute them to end users and suppliers.
• Ensure and confirm compliance with SCM prescripts
• Verify if the supplier is not listed on the restricted suppliers list at National Treasury
• Ensure that requisitions are approved according to the Delegation of Authority
• Update the RFQ register of all procurement below R1million (update the status on requisition) evaluate and prepare recommendation reports to ensure that compliance has been met daily
• Verify payment on receipt of invoice

BID ADMINISTRATION

• Ensure that National Treasury Instruction note on enhancing compliance monitoring and improving transparency, and accountability in the Supply Chain Management have been implemented in all procurement processes
• Assist the end user in compiling fair and equitable terms of references or specifications that are in line with the SCM Policy and Procedures
• Compile tender documents.
• Finalising the scoring of each bidder
• Explaining the scoring process
• Provide administrative support on all bid committees
• Prepare the memorandum for BEC and BAC
• Prepare all appointment letters for BSC, BEC, and BAC (Terms of reference) for each committee member prior to bid committee meetings
• Ensure members complete the declaration of interest
• Render secretariat service to bidding committees

CONTRACT MANAGEMENT

• Prepare SLAs and submit the contracts for vetting prior to the commencement of the contract (attach proof of vetting)
• Ensure that contracts are signed and witnessed by all parties before the commencement of services

TRAVEL MANAGEMENT

• Assist all employees and external stakeholders regarding travelling logistics (Ensure that travelling is in line with the National Travel Policy Framework)
• Book travel through Travel Agencies and send vouchers to the end user prior to travel
• Resolve all after-hours queries
• Respond to internal and external queries
• Make all the necessary travel arrangements on receipt of approved travel requests
• Communicate any changes and updates with the agency, service provider, and appropriate parties

STOCK CONTROL

• Manage AgriSETA stores.
• Safeguard of AgriSETA Inventory (Stationery, Cartridges) and groceries
• Ensure that stock is replenished (low stock)
• Responsible for the stock control system for stationery, cleaning materials, and consumables
• Quarterly stock counts and keep records
• Monthly signed inventory register must be in place
• REPORTING Submit reports to SCM: Manager within stipulated timelines
• AD HOC Any other duties which may be assigned from time to time

INTERNAL AND EXTERNAL CONTRACTS

• Internal divisions: All divisions within AgriSETA
• External: Clients of and visitors to AgriSETA.
• Various service providers.

MINIMUM QUALIFICATIONS AND EXPERIENCE

• NQF 6 in Supply Chain Management or Logistics or equivalent
• 3-5 years or more related experience in Supply Chain Management