Procurement Officer (Post Level 12) (3 Positions) at University of the Free State

Duties and responsibilities:
Operations                                                                                                              

•     Order ICTS equipment for the university community.
•     Liaise with Service Providers to ensure best quality at best prices for goods and services.
•     Challenge the status quo and ensure that all the decisions are for the good of the University.
•     Process UFS documentation for digitisation and/or of site storage.
•     Process invoices and ensure timely supplier payments.
•     Ensure UFS policies are adhered to.
•     Follow up on outstanding tasks from internal and external stakeholders to ensure timely deliveries.
•     Plan and provide guidance in terms of forecasting.
•     Monitor and report on supplier performance.
•     Research technology to ensure that correct technologies are procured.
•     Stay current with technologies and advising thereof.
•     Ensure that all Vendor contracts are fully compliant and adhered to.
•     Receive and dispatch orders received.
•     Keep record and report on assets and store inventory on a monthly basis.
•     Coordinate repairs on loan equipment when necessary.
•     Collaborate with the Asset Management Department by updating the department with newly received assets and assets to be disposed via tender process.
•     Deliver and collect goods.
•     Receive and complete requests relating to the ICTS centralised stationary store.  
•     Order office supplies from central store via e-Procurement.
•     Regular inspection of ICTS vehicles.
•     Responsible for office administration.
•     Continuous relationship management with stakeholders.
•     Maintain good professional relationships with internal and external stakeholders.
•     Administration of ICTS contracts and agreements.
•     Check contracts and agreements content in collaboration with university attorneys to ensure UFS compliancy.
•     Promote involvement of stakeholders with any change processes.

Quality Control and Monitoring                                                                                         

•     Monitor supplier performance and address possible issues.
•     Analyse data and detect trends in divisional- and service provider performance.
•     Analyse data to forecast possible business needs and prepare stock levels accordingly.
•     Perform daily monitoring activities such as following up on unfinished tasks.

Leading and Expediting Operations                                                                                 

•     Participate and contribute to the formulation of the division’s strategy and intent.
•     Provide reports on stagnating Procurement tasks and orders and escalate where required.
•     Ensure that all business processes and procedures are followed efficiently.
•     Coordinate divisional projects and reporting thereof.
•     Responsible for division’s operational integrity.

Inherent requirements:

•     Grade 12 or National Vocational Certificate on NQF level 4 
•     One (1) to two (2) years’ relevant working experience related to the duties and responsibilities.

Recommendation: 

•     Two (2) to three (3) years’ relevant experience.
•     Experience within the higher education environment
•     Knowledge of university systems, policies and procedures.
•     Knowledge of the IT Service and Asset Lifecycle management.
•     Knowledge of and understanding of IT services theories and best practices.