Tactical Sourcing Best Practises

• Plan work for self and others in the team, using discretion in defining and prioritising the work.
• Ensure adherence to controls and that RFQ’s are performed within established practices, rules and regulations, ensuring compliance with the standards, policies and other guideline
• Execute RFQ’s activities in accordance with the procurement policy as well as general administrative processes to ensure the validity, timeliness, accuracy and completeness of the activity
• Ensure RFQ’s, recommendations for supplier award and purchase orders within the delegation of authority
• Manage cycle times for all RFQ’s related activities to ensure process efficiency and timeously delivery to End Users
• Collate and analyse spend data for the tactical buying section in order to provide recommendations for strategic sourcing, process improvement and reporting for management purposes.
• Manage relationships and lead and participate in internal and external stakeholder engagements.
• Diagnose problems and display the ability to provide solutions for problems within a defined context
• Actively participate in processes that aim to continuously improve systems, processes and procedure within the SCM department.
• Oversee performance and development of buyers and provide ongoing on-the-job training and long-term career management support.
• Implement tactical category strategy based on spend and demand analysis
• Collaborate with other procurement sections to ensure operational alignment

Tender process administration

• Assists in developing tender documents, including the RFQ’s to ensure that the requirements are clearly defined and the procurement process is transparent
• Manages communication with bidders, ensuring that all queries are responded to timeously.
• Facilitates/ manages the RFQ closing processes
• Supports the Bid Evaluation Committee in evaluating bids received in accordance with the regulatory prescripts.
• maintains accurate records of the quotation process, including quotation evaluations, recommendations, and award
• Negotiate contracts with suppliers to ensure favorable terms and conditions
• Supports quotation evaluation team in preparing and making recommendations to the relevant adjudication structure.
• Communicates award with the successful bidder and regret with unsuccessful bidders

Maintain procurement systems and perform SCM management tasks

• Provide technical advice and participate in the design, development, modification, testing and implementation of a procurement system.
• Contribute to the continuous development and improvement of SCM practices, procedures, and systems to reduce costs and increase efficiency.
• Provide documents during internal and external audits as an when required.
• Handle ad hoc tasks assigned by the management of the SCM division
• Uphold NHFC values and principles.
• Enhance teamwork by building relationships with colleagues.
• Foster an environment of co-operation, communication, and customer service.
• Provide progress reports on project timeframes to GM SCM, CFO and User departments
• Keep abreast of SCM industry’s best practise

People Management and Knowledge management

• Manage and improve all operational systems applicable to the department in achieving zero audit findings for supply chain management and organisational objectives
• Ensure effectiveness of delivery in governance department
• Foster an environment of co-operation, communication, and customer service
• Adhoc task/query management
• Ensure all National Treasury directives and guidelines in relation to SCM implemented in NHFC and SCM staff aware of all directives
• Ensure appropriate SCM knowledge in relation to internal and legislative requirements of all users of SCM in NHFC
• Establish and develop departmental organisational structure to follow NHFC strategy
• Define and communicate departmental KPA’s in alignment with NHFC Strategic objectives with SCM governance, risk and compliance staff
• Manage performance in line with the KPA’s
• Define required competencies in line with NHFC Competency framework and determine gaps where appropriate.
• Close any identified skills and competency gaps by means of appropriate learning and development interventions
• Manage all departmental administrative, disciplinary and grievance procedures