CALL FOR APPLICATION: MANAGER: SUPPLY CHAIN MANAGEMENT

The Innovation Hub Management Company (TIHMC), a subsidiary of the Gauteng Growth and Development Agency SOC Ltd (an initiative by the Gauteng Provincial Government for investing in strategic economic infrastructure and investment promotion so as to unlock economic growth in Gauteng). The Innovation Hub is the first Science and Technology Park in Southern Africa, established to spur the growth of smart industries in Gauteng so as to create a truly ‘smart’ province. It is now offering the following opportunity to a competent and dedicated person to join a dynamic team in Pretoria East.

MANAGER: SUPPLY CHAIN MANAGEMENT

Permanent contract of employment with three months’ probation, Patterson Grade D2, Salary-R 599 600.00 Cost to Company

The purpose of this role is to fulfil the supply chain management role to TIHMC departments  for  sourcing,  procurement,  conversion,  and  logistics  management services  to  The  Innovation  Hub  departments  by  coordinating  and  collaborating suppliers, intermediaries, third-party service providers and customers. The successful incumbent will be reporting directly to the Chief Financial Officer and will be required to provide the following deliverables:

PROCUREMENT PLANNING, PROCESSES AND ADEQUATE INTERNAL CONTROL ENVIRONMENT:

  • Identify goods and services for contract purposes
  • Perform spend analysis to determine the mechanism to be used for bidding
  • Ensure that daily procurement is in line with SCM policy and related Treasury regulations and practice notes.

MAINTAIN THE SUPPLIER DATABASE:

  • Consolidate inputs in terms of TIH services form internal clients (TIH Departments) on the services to procured for the purpose of recruiting relevant service providers into our Database
  • Advertise and request for suppliers to be listed into TIH Database i.e. national tender bulletin and newspapers
  • Pre-approve service providers to be in the Database based on their administrative compliance important documentations such as proof of registration as supplier (CIPRO certificates), Tax Clearance and BEE
  • Ensure service providers are vetted in accordance with policies and procedures
  • Manage the capturing process of all pre-approved service providers onto supplier database and ensuring that they are allocate vendor numbers
  • Communicate to the suppliers that they are registered onto the system
  • Maintain supplier database and ensure that information such change of address and contact details are regularly updated
  • Assist in ensuring that good working relationship exists between the service provider and TIH
  • Assist TIH departments in drafting Terms of references and submissions for procurement to ensure compliance with PFMA and Treasury regulations.

CONTRACT MANAGEMENT:

The following will be the main activities in relation to contract management:

  • Contract Management plan for each contract
  • Contract performance management
  • Contract register – maintenance of a contract audit trail – adequate contract database update
  • Drawing the relevant contracts for different  goods  and  services
  • Checking  all  contracts  for  consistency  in  terms of  the  general  conditions  required  per  contract  management  framework  and highlighting those contracts that are inconsistent for addendums to be made
  • Manage the contracts and ensure that the contract documents cover the essential clauses
  • Obtain regular reports from suppliers prior to scheduled review meetings
  • Track contracts for renewal, review or new bidding process, three months before expiry
  • Give necessary notice as per contracts before the expiry of the contracts as will be stipulated in different contracts
  • Manage contract spend and monitor costs
  • Maintain adequate records (paper and electronic) of all interaction with the service provider
  • Maintain records of progress against milestones and timeframes
  • Seek feedback on supplier performance from stakeholders and users
  • Hold meetings with service providers as required
  • Ensure that every contract has KPIs defined at the stage of signing the contract and this is communicated to the supplier and the performance dates are set at this stage
  • Develop and implement a specific risk plan which covers, inter alia, contract variances, escalations and addendums. Manage the same
  • Maintain a contract register / database
  • Manage any disagreements and conflicts and disputes during the life of the contract
  • Develop and implement a contract management plan
  • Coordinate contract reviews and monitor performance against contract objectives at least once in a financial year
  • Tracking all contracts due for review – review all contracts and compile a list of the contract that are due for review and re-tender or renewal three months before expiry. For each contract, propose the action required
  • Assist managers in doing performance evaluation for all the contracts that are due for evaluation
  • Assist managers in terms of renewals for all contracts due for renewal
  • Assist managers in terms of specifications and obtaining the quotes for all contracts due for re-tender
  • Drawing the relevant contracts for different goods and services
  • Manage any disagreement, conflicts, and disputes during the life cycle of a contract together with the Project manager and seek intervention of the CFO whenever required.

TENDERS:

  • Ensures that the Procurement of all departmental requests are in line with budget and followed the submitted procurement plans
  • Assist TIH departments in drafting Terms of references and submissions for procurement to ensure compliance with PFMA and Treasury regulations
  • Analyse value of threshold and perform spend analysis to determine the mechanism to be used for bidding
  • Ensure compliance to all SCM prescripts to avoid any possible risk in all procurements
  • Present Bid Specifications or Terms of references for all Open bids to Bid Specs Committee (BSC) for approval prior any advertisement in both Government Bulletin and recommended
    additional publications
  • Compiling bid documents for competitive bidding processes
  • Managing the receiving and opening of bids
  • Compile Bid documents and advertise the same
  • Manage the Bid Secretarial function for in all Bid Committees and also ensure that bid packs are timeously distributed to all respective committee members, by the allocated respective bid secretariat (assigned SCM Practitioner from time to time (At least 3 days prior the meeting date)
  • Review all bid recommendation reports for submission and review as prepared by the SCM team
  • Communicate bid outcome to both internal customers (TIH Departments) and external suppliers that participated in the bid
  • Coordinate and do all administration of Bid Evaluation and Adjudication Committee
  • Communicate with internal customers and external suppliers in respect of different bids
  • Maintain adequate records (paper and electronic) of all interaction with the service providers
  • Do the legislated checks on the suppliers, checking if the supplier is not blacklisted with Treasury.

MONITORING,   REPORTING   AND   ADMIN:

  • Maintain   adequate   records   for   all procurements.
  • Maintain adequate records of communication with the suppliers and customers as appropriate
  • Maintain adequate records (paper and electronic) of all interaction with the service provider
  • Provide regular performance summary reports to the CFO
  • Ensure that applicable legislation, policies and regulations are met
  • Compile relevant monthly reports in time
  • SCM compliance register – monthly
  • Irregular, fruitless and wasteful expenditure register

ENSURE  COMPLIANCE  TO  ALL  SUPPLY  CHAIN  POLICIES,  PROCESSES  AND PROCEDURES:

  • Assist in the implementation of TIH procurement / sourcing strategies
  • Assist in handling of audit queries, development of action plans and implementation of recommendations
  • Assist SCM Team in preparing Purchase Order and recommend for checking and review by CFO and CEO
  • Monitor THE day-to-day supply chain operations in accordance with the Supply Chain Policy, processes, and procedures (e.g. correct financial delegation of authority is followed)
  • Ensure information provided to CFO for auditors is correct and within the legislative framework
  • Assess all SCM administrative compliance documentations including appointment compliance in line with B-BBEE Act
  • Provide weekly status report on all received Purchase Requisitions (PR’s) to the CFO
  • Provide weekly reports on all advertised bids, their status and ensuring that all bidders that responded to bids all published in the TIH Website
  • Ensuring that all results for bids are advertised in the Government Tender Bulletin including the paper upon which they were advertised on
  • Ensuring that information on all Deviations, Fruitless & Wasteful Expenditure including procurement values of above R1mill is submitted to CFO for reporting to all relevant stakeholders (namely – Audit Risk Committee, Treasury and Auditor General)
  • Submit monthly, quarterly and yearly reports on SCM Procurement, Deviations, B-BBEE, TER Spending, Local Content Procurement and Fruitless & Wasteful Expenditure to CFO for submission to respective TIH Board

MANAGEMENT RESPONSIBILITIES:

  • This position is required to work within policies and procedures; PFMA and Treasury regulations; and the Preferential Procurement Policy Framework Act. The incumbent is also required to communicate procurement procedures; ensure dissemination of correct information and specifications; ensure optimal balance of costs against quality; and championing compliance to procurement procedures.

DIRECTING AND SUPERVISING:

  • This position works under close supervision, work activities are assigned in a detailed manner, progress is reviewed during completion of tasks
  • Manage the performance contract and reviews of all staff under his or her supervision.

MONITORING AND CONTROLLING:

  • Monitor information and documentation against requirements of all relevant policies and procedures to ensure records are complete, accurate and finalized within the stipulated timeframes.

MINIMUM QUALIFICATION, EXPERIENCE, AND SKILLS REQUIREMENTS:

  • A relevant tertiary degree/diploma
  • At least 4 years’ experience in supply chain management of which 2 years’ experience should be at a senior level
  • Knowledge of PFMA, National  Treasury  SCM  guidelines;  treasury  Regulation  and  SCM  practice  notes
  • Sound knowledge and experience of strategic sourcing and contract management
  • Communication skills – The ability to communicate effectively and efficiently at all levels in the organisation
  • Interpersonal – The ability to interact with people at all levels in the organisation
  • Liaison – The exchange of information or the planning of joint efforts by two or more people or groups
  • Report writing – The ability to accurately give a written account of information pertaining to the performance of outputs
  • Planning – The ability to apply planning techniques to conduct effective planning of work outputs and resources
  • Organising – To apply or impose efficient working methods in order to work effectively or make somebody else work effectively
  • Time management – The ability to manage time effectively and efficiently in accordance with work priorities to ensure qualitative outcomes
  • Follow up – The ability to identify items/actions requiring further action and to follow-up to conclusion
  • Assertive – The ability to be firm in all situations without sacrificing principles
  • Firm – The ability to retain a solid disposition within the correct principles and not yield under pressure
  • Deadline driven – The ability to determine deadlines and execute outputs accordingly without exceeding target dates

Interested individuals should submit a comprehensive CV (clearly stating the position title) to recruitment@theinnovationhub.com. Correspondence will be conducted with shortlisted candidates only.

PLEASE NOTE: Applicants, who have not been contacted within 30 days of the closing date, should consider their application to be unsuccessful.

Closing Date: 18 June 2021.

TIHMC is committed to Employment Equity and aims to attract and retain talented individuals to achieve its equity objectives. Therefore, people from designated groups and those with disabilities are encouraged to apply.

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