Procurement Officer : Contract Immediately Available – End Date – 31 Decemb

at  Durban University of Technology

Durban University of Technology (DUT) is located on the warm east coast of South Africa. It sprawls over seven (7) campuses in tropical and picturesque Durban, and in Pietermaritzburg, with its undulating hills that flow over from the Drakensberg Mountain.
According to our ENVISION2030 strategy, DUT’s DNA has two strands, namely ‘people-centred and engaged’ and ‘innovative and entrepreneurial’. These are interwoven intrinsically by a number of double pairs consisting of ‘values and principles’ that bind our double-helix together. The extrinsic expression of our DNA is via The DUT-Way; which demonstrates our collective character and behaviour.
The University’s ultimate goal is to contribute towards improving the lives and livelihoods of all its people, both internal and external. DUT consistently strives towards excellence and greatness in teaching-learning and in research-innovation; something that has been recognized recently when The Times Higher Education’s World University Rankings placed DUT within the top 500 of universities in the world and within the top 5 universities in South Africa. The enactment of these internationally recognized strengths is demonstrated in our impactful engagement internally and externally in service of our localities, the region and the country at large.

MINIMUM REQUIREMENTS:

• Bachelor’s degree in Business Administration, Supply Chain Management, Operations Management, or any related field (NQF Level 7)
• Registered for CIPS at least have done level One (Ideal but not compulsory)
• Experience in procurement management and administration preferably in a large organisation or higher education institution 3 to 5 years.
• Knowledge in understanding of policies, procedures and controls applicable to the procurement or supply chain management.
• Relevant Financial Policy affecting the Procurement process (e.g. Assets and Creditors policies)
• B-BBEE Regulations and guidelines in terms of preferential procurement
• Sound knowledge of the business environment, the relevant role players within the business and their key responsibilities and outcomes (Service centric)
• Knowledge of procurement best practice on the current and future business environment (Continuous improvement and streamlining of the Processes)

Procurement of Goods and Services in line with the yearly procurement plan management (Demand management)

• Execution of low value transactions (Requisitions, and deviation submissions) – Procure to Pay Process. Analyse all released / submitted requisitions (focus on Item description, value threshold and supplier recommended compliance)
• Execution of Request for quotations (RFQs) from R500K up to less than R1M. Advertised all Request for quotations (RFQs) that are for R500K up to less than R1M on the DUT website /any alternative media suggested.

Execution of High value transactions and tactical and strategic sourcing contracts (Tender/Bidding process) Procure to Pay process:

Receive the procurement strategy analyse it in terms of:

• a) Completion (properly signed and relevant specifications included)
• b) Exemption – check on the DUT Procurement exemption clause.
• c) Deviations (Single/ sole source
• d) Transaction was part of the approved Procurement plan
• Register the project on the tender register and assign a tender number.

Deviations (Limited Bidding, single source and variation orders)

• Receive motivation from the end users for single source, limited bidding or variation orders.
• Conduct market research to confirm validity of single source or limited bidding.

Administration of Procurement contracts

• Once a transaction, over R 1million excluding VAT, has been approved, the Procurement officer must advertise the award on the DUT website for five (5) working days appeal and immediately issue letters of non-award must be issued to all bidders who were unsuccessful.
• On the 6th day of the appeal period, contact the legal office to determine if there were any appeals.

Execution of Envision - 2030 (DUT Long terms strategies) perspectives.

• Identify any Procurement processes gaps that delay / hinder expeditious processing of transactions and share them with the Procurement management.
• On an ongoing basis identify innovative ideas that will streamline the processing of procurement transactions and minimize risk exposure as part of continuous improvement and innovativeness

Supplier liaison

• Update suppliers on the outcome of their quotations/ Proposals and any updates on the DUT procurement processes that affects the suppliers.
• Maintain regular contact with suppliers in terms of requirements, orders placed, orders received etc.

Reporting

• Prepare operational reports, in accordance with the reporting schedule e.g. orders placed, cost of goods etc
• Maintain up to date procurement records in accordance with DUT document management system