Latest Vacancies at South African Health Products Regulatory Authority

REQUIREMENTS: 

• Applicants must be in possession of a Grade 12 Certificate and National Diploma in Supply Chain Management / Purchasing / Logistics or related equivalent qualification at NQF level 6 with 360 credits as recognised by SAQA. A related Degree at NQF level 7 will be an added advantage. 

EXPERIENCE: 

• Minimum of five (5) years of relevant experience in the public sector supply chain management particularly on demand, logistics and disposal management and two (2) years must be at the supervisory level. A CIPS membership will be an advantage. 

CORE COMPETENCIES AND TECHNICAL PROFICIENCIES: 

• Knowledge of PPPFA, PFMA, Treasury Regulations, B-BBEE and other legislative requirements applicable to SCM. 
• Ability to communicate effectively and efficiently at all levels in the organization. 
• Strong organizational skills (able to manage various tasks and projects simultaneously. 
• Knowledge of public sector SCM system. 

DUTIES:
Demand Management: 

• Assist SCM Manager in determining resources required to execute identified organizational functions. 
• Link the requirement of the organization with approved budget. 
• Conduct market analysis and provide estimate costs of required resources, including estimate costs of goods, works and services. 
• Conduct detailed analysis of goods, works and services required such as what should be executed, how quickly and with what materials, resources, equipment etc. 
• Conduct industry and market analysis to determine acceptable price for required goods, works and service. 
• Assist internal clients with compilation of specifications for RFQs and bids.

Acquisition Management: 

• Compile bid documents for request with value above R1 000,000.00 or competitive bids. 
• Publish tenders in Government tender bulletin, e-tender portal and any medium approved in line with SAHPRA’s delegation of authority. 
• Publish bid opening information and register on company website. 
• Ensure effective maintenance of bids information. 
• Provide secretariat service to Bid Evaluation Committee (BEC) and Bid Adjudication Committee (BAC) which include meetings coordination, records keeping, distribution of discussion packs and circulation of registers. 
• Co-ordinate bid clarifications or site inspection meetings and maintain records of same. 
• Conduct administrative compliance check on bids and quotations in line with SCM policy and legislative requirements. 
• Provide report inputs on area of responsibility to the SCM Manager. 
• Issue request for quotations (RFQs) in line with specifications, terms of reference and SCM policy requirements. 
• Evaluate quotations in line with Preferential Procurement Regulations and ensure approval in line with SAHPRA delegation of authority. 

Administration and Logistics Management: 

• Track contracts for renewal, review and advise on new bid process three months before contract expiry. Implement contract specific risk plan which covers contract events such as contract variations, escalations, and contract addendums in line with applicable policies and legislative requirements. 
• Provide inputs into procurement planning based on contract information and historic contracts performance. 
• Place orders in line with approved quotations, bids, and delegation of authority. 
• Verify goods received for correctness in terms of quality, quantity, and in line with issued purchase orders. 
• Working closely with finance department, ensure that supplier documents are aligned with approved purchase orders to avoid invoice. 
• Expedite purchase order delivery and ensure that suppliers adhere to agreed delivery timelines.
• Provide inputs into the management of inventory or stores items. 

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REQUIREMENTS: 

• Applicants must be in possession of a Grade 12 Certificate and National Diploma in Supply Chain Management / Purchasing / Logistics or related equivalent qualification at NQF level 6 with 360 credits as recognised by SAQA. A related Degree at NQF level 7 will be an added advantage. 

EXPERIENCE: 

• Minimum of three (3) years of relevant experience in supply chain management, particularly in acquisition management environment. 

CORE COMPETENCIES AND TECHNICAL PROFICIENCIES: 

• Knowledge of PPPFA, PFMA, Treasury Regulations, B-BBEE and other legislative requirements applicable to SCM. 
• Ability to communicate effectively and efficiently at all levels in the organization. 
• Knowledge of public sector SCM system. 

DUTIES:
Request for Quotations: 

• Assist with the sourcing of suppliers from National Treasury Central Supplier Database (CSD). 
• Compile RFQ documents for purchases. 
• Issue request for quotations to suppliers for goods and services. 
• Compile evaluation matrix for purchases. 
• Verify tax compliance statuses of suppliers on CSD and SARS. 
• Maintain a list of all acquisitions made for goods and services. 
• Provide inputs on SCM report regarding activities relating to area of responsibility. 
• Expedite delivery of goods on all purchase orders issued for RFQs. 
• Maintain records of suppliers such as B-BBEE, Tax and other information required for compliance purposes. 
• Assist business units or users with the evaluation of quotations in line with approved specifications and purchase orders. 
• Facilitate purchase order creations and approval in line with delegation of authority. 
• Assist with matching of invoices to purchase orders and supplier quotations. 
• Assist with compilation of bid documents. 
• Assist with bids compliance check and recording of compliance information. 

Bids administration: 

• Assist with bids opening and publication of registers on website. Assist with bids compliance check and recording of compliance information. 
• Coordinate bid committees’ meetings and maintain record of proceedings. 
• Compile minutes and ensure approval of same by chairpersons of each committee.
•  Compile appointment letters of committee members in line with CEO’s approval. 
• Distribute appointment letters to committees’ members. 
• Distribute tender information to BEC, BEC and BAC. 
• Compile report on all meetings held and provide input for reporting purposes. 

Record keeping and Maintenance: 

• Maintain electronic and physical records of minutes, appointment letters and approvals of bid committees. 
• Maintain electronic and physical records of RFQs. 
• Maintain supplier information in line with CSD records and RFQ specifications requirements. 
• Maintain tender records. 

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REQUIREMENTS: 

• Applicants must be in possession of a Grade 12 Certificate and National Diploma in Financial Accounting / Finance Management / Cost and Management Accounting or related equivalent qualification at NQF level 6 with 360 credits as recognised by SAQA. A related Degree will be an added advantage. 

EXPERIENCE: 

• Minimum of three (3) years of relevant experience as an Accountant, of which two (2) years must be at the supervisory level. Familiarity and understanding of Public Finance Management Act (PFMA), Treasury Regulations and guidelines within the financial management operating environment. 

REQUIRED CORE COMPETENCIES AND TECHNICAL PROFICIENCIES: 

• Strong administrative and organizational skills. 
• Willingness to work extended hours as and when required. 
• Good communication skills both (verbal and written). 
• Good leadership and decision-making ability. 
• Critical thinking and problem-solving skills. 
• Planning and coordination skills. 
• Ability to manage conflict. 
• Ability to tolerate stress. 
• Deadline driven. 
• Attention to detail. 
• Versatility. 
• Innovative thinking. 
• Team player and can work independently. 
• Ability to work well under pressure. Client orientation and customer focus. 
• Accountability and ethical conduct. 

 
DUTIES AND RESPONSIBILITES: 
Policies and guidelines: 

• Develops and recommends policies and guidelines for banking, cash management and receipts by. 
• Monitoring these processes and investigating transactions and banking activities to identify areas for improvement and detect irregularities. 
• Investigating all transactions to prevent fraud. 
• Providing feedback on the effectiveness of internal controls, and those areas where risks relating to banking transactions can be minimized. 
• Monitoring compliance with established policies and procedures.

Receipts and Receivables: 

• Ensures that receipts and receivables are accurately accounted for by. 
• Performing monthly bank reconciliations on all cash deposits to the bank. 
• Reconciling and verifying of accounts regarding cash on hand and cash at bank. 
• Preparing journals for adjustments as required (e.g., after Bank is reconciled, or to rectify incorrect allocation of accounts). 
• Reconciling (and rectifying) customers’ ledger accounts. 
• Reconciling accounts that fall into receivable records with the sales invoices. 
• Reconciling discrepancies in different accounts. 

Creditor payments: 

• Enables payments to creditors by updating the register of invoices received, checking related documentation, and processing approved invoices for  payment. 
• Reconciling the General Ledger to invoices and statements, ensuring accuracy of the information. 
• Loading payments on the system, according to standard procedure, meeting agreed time frames for payment. 
• Preparing payment advice and forwarding to relevant stakeholders, maintaining accurate payment records, monthly. 
• Following up on the resolution of invoices over 30 days with relevant stakeholders. 
• Loading new suppliers as beneficiaries on the system, as approved by the Management Accountant / Financial Manager. 
• Reconciling all Supplier accounts with monthly statements, verifying information against the detailed Ledger, for input to monthly reports.
• Ensuring that monthly journals are captured and allocated correctly, meeting deadlines for submission. 
• Assisting in providing specific information in response to audit queries, and preparing documentation requested in a timely manner. 

Cash flow forecast: 

• Prepares SAHPRA cash flow forecast twice every month by liaising with business units to obtain details of anticipated expenditures. 

Reporting: 

• Contributes to Finance Department management reports by preparing a monthly creditors age analysis and report reflecting accurate information, for review by the Management Accountant / Financial Manager and recording payment dates of all invoices and checking supplier statements for confirmation. 
• General administrative tasks: 
• Performs general administrative tasks as required by assisting internal and external auditors by supplying documents and information. 
• Maintaining required files, reports, and data. 
• Maintaining constant contact with the customers. 
• Following up on transactions and providing updates as required. 
• Checking the status of payments made on the payment run for approved contracts, every week. 
• Updating budget spend on contracts by capturing the weekly expenditure per contract on the Register. 
• Following up with Procurement Department regarding outstanding documentation relating to contract payments, as required. 
• Compiling and updating schedule of contract completion dates and expenditure per contract, for management Accountant / Financial Manager. 
• Adhering to corporate standards and procedures in all reconciliation activities. 
• Answering customer queries on financial issues. 
• Performing other related duties as assigned to meet the needs of the organization. 
• Continuously improving personal skill set regarding software proficiency, financial analysis, and data processing. 

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REQUIREMENTS: 

• Matric certificate and a three-year bachelor’s degree or advanced diploma in Project Management, Business Administration, Industrial Engineering or related equivalent qualification at NQF Level 7 as recognised by SAQA. A Master’s degree or an advance certificate in Project Management, Program Management (such as the Program Management Professional (PgMP), PRINCE2 Practitioner, AgilePM Practitioner and related will serve as an added advantage. 

EXPERIENCE: 

• A minimum of proven eight (8) years’ experience in project management of which five (5) years must be at management or senior management level and successfully delivering complex projects within scope, budget, and timeline. A valid driver’s licence. 

REQUIRED CORE COMPETENCIES AND TECHNICAL PROFICIENCIES: 

• Solid project/program management skills, with a proven track record of successfully delivering projects/programs on time, within budget, and meeting quality standards.. 
• Strong leadership and team management abilities, with the capability to motivate and inspire cross-functional teams. 
• In-depth understanding of project/program management methodologies, tools, and techniques with a proficiency in using project management software. 
• Excellent communication and interpersonal skills, to effectively engage, collaborate and influence stakeholders at all levels. 
• Strong problem-solving and decision-making skills, with the ability to navigate complex situations and make timely, informed decisions. 
• Experience in change management and driving organizational transformations. 
• Strong analytical and strategic thinking capabilities, with the ability to align project/program objectives with overall organizational goals. 
• Proactive attitude with a focus on continuous improvement and innovation in project management practices.  

DUTIES AND RESPONSIBILITES: 
Project/Program Planning: 

• Develop project/program plans, including defining goals, objectives, deliverables, timelines, relevant governance documents/registers and resource requirements. 
• Ensure alignment with organizational strategies and priorities. 

Stakeholder Management: 

• Identify and engage project/program stakeholders, establishing effective communication channels and building strong relationships. 
• Manage stakeholder expectations, gather requirements, and address concerns throughout the project/program lifecycle. 

Project/Program Execution: 

• Lead project/program teams, providing direction, guidance, and support. 
• Monitor and track progress against project/program plans, identifying and resolving issues or risks. 
• Ensure adherence to project/program management methodologies and best practices. 

Resource Management: 

• Coordinate and allocate resources, both internal and external, to support project/program objectives.
• Manage resource availability, capacity, and utilization. 
• Provide leadership and support to project/program team members, fostering a collaborative and high-performance culture. 

Budget and Cost Control: 

• Develop and manage project/program budgets, tracking expenses and ensuring cost control measures are in place. 
• Provide regular financial reports and forecasts to stakeholders.

Risk Management: 

• Identify, assess, and mitigate project/program risks. 
• Develop risk management strategies and contingency plans. 
• Monitor and communicate risks to stakeholders, implementing proactive measures to minimize potential impacts. 

Quality Assurance: 

• Define and implement quality standards, processes, and metrics for project/program deliverables. 
• Conduct regular reviews and audits to ensure compliance with quality requirements. 
• Facilitate lessons learned sessions to capture and apply best practices. 

Change Management: 

• Plan and execute change management activities to support project/program implementations. 
• Assess organizational readiness, develop change management plans, and provide support to stakeholders during transitions.

Reporting and Communication: 

• Prepare and present regular project/program status reports to stakeholders, including progress updates, risks, issues, and key decisions. 
• Communicate project/program outcomes, lessons learned, and recommendations to relevant parties. 

Continuous Improvement: 

• Identify opportunities for process improvements and efficiency gains. 
• Promote a culture of continuous improvement within the project/program team and across the organization