Procurement Officer

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 was 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)
• 3-5 years’ experience in procurement or supply chain management operations preferably in a large organisation or higher education institution.
• Registered for CIPS at least have done level One (Ideal but not compulsory)

• Procurement of goods and services in line with the yearly procurement plan management (Demand management)
• Analyse all released / submitted requisitions (focus on Item description, value threshold and supplier recommended compliance)
• Double check if the requisition submitted does not require goods/ services already on contract. If so, advise the Sourcing manager so that the requisition can be cancelled, and request be made via the existing contract.
• Ensure all relevant authorizations are obtained and the Purchase requisition checklist is fully compliant.
• Negotiate the price and other relevant commercial conditions before placing the purchase order. (Obtain a guide from your line manager, where necessary)
• Execution of high value transactions and tactical and strategic sourcing contracts (Tender/Bidding process) Procure to Pay process.
• 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.
• Conduct price competitiveness for variation requests.
• Compile Deviation report for review by Sourcing manager who will submit report as relevant Deviation DoA (including BAC for values above R 1million excluding VAT).
• 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.
• In case of appeals cascade the matter to the Sourcing Manager.
• If there are no appeals, consult with Legal office, end user and Contracts to draft a contract and SLA.
• Inform end user to upload contract for approval via online contract approval system.
• Once the contract has been duly approved, an order (against a requisition which must be submitted by the end user) can be issued to the service provider to facilitate future payments.
• Ensure end user understands the terms of the contract including performance management.
• Supplier liaison
• Maintain regular contact with suppliers in terms of requirements, orders placed, orders received etc.
• Address any queries with suppliers and agree solutions to ensure the consistent delivery of quality services / goods
• Liaise with suppliers regarding price increases and verify price increases with the Sourcing Manager.
• Refer any unresolved supplier non- performance to the sourcing Manager
• 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