Senior Supply Chain Practitioner: Acquisition Management - FREE STATE DEPARTMENT OF HEALTH - Free State, South Africa
(2017-06 - 2022)
- Receive Request for quotations from Demand Section
- Ensure that request is in line with approved Annual Procurement Plan & Acquisition Plan
- Ensure that budget report with correct FORIPS is attached and funds are available before sourcing quotations
- Allocate the Request for Quotation to Supply Chain Clerk to source quotations to shortlisted suppliers from CSD
- All RFQ less than R30 000.00 should be attached with SBD 4, 8, 9 in order to comply with SCM procedures and prescripts
- All RFQ above R30 000.00 and less than R500 000.00 should be attached with SBD 4,8,9, 6.1 and Sworn Affidavits
- Verify the requested goods & services are designated for Local Content with stipulated threshold, then advise SCM Clerk to include SBD 6.2, Annexure C, D & E on the RFQ
- After closing date verify recommendations are in line SCM producers
- Verify Quotation Evaluation Report, Comparative Schedules and minutes for Recommendation and appointment of supplier for all quotes above R 30 000.00
- Capture the request on Logis (QTMT)
- Arranging of bids by coordinating tendering processes are equitable, cost effective, Open and fair competition
- Draft adverts for procurement of goods and services above R 500 000 as per approved Annual Procurement Plan and Acquisition Plan
- Compile bid documents as per Preferential Procurement Regulations of 2017, in terms of 80/20 for bids above R500 000 – R50 000 000 or 90/10 for bids above R50 000 000.00
- Ensure that bid/s are in line with determined pre – qualification criteria on the specification, in order to promote and enhance participation from qualifying SME's
- Ensure that advert for bids are published on E – tender and on Free State Tender Bulletin, also advert is placed on the reception wall at the ground floor, Bid Office
- Ensure that the bid document is uploaded on e-tender for ease access by potential bidders and is also available to be sold within stipulated threshold
- Coordinate Technical and Bid Evaluation committees for evaluation of offers received
- Serve as secretariat to the following committees: Technical Evaluation, Bid Evaluation and Bid Adjudication Committee
- Ensure declaration of interest is signed and complied with by the Committee members
- Ensure Committee evaluate as per evaluation criteria set on Bid documents
- Prepare Evaluation report for Recommendation and approval to appoint acceptable offer per bid received
- Compile appointment letters and contracts for approval as per SCM delegation
- Advertise awards, cancellation on E – tender and Free State Tender Bulletin
- Compile monthly reports on bids and quarterly report on MPAT
- Mentor officials within the unit
- Supervise officials in Bid Management
Senior Provisioning Administrative Clerk - RURAL DEVELOPMENT AND LAND REFORM - South Africa
(2006-09 - 2017-06)
Additional Responsibilities (Acting) Senior Supply Chain Practitioner: 25/11/2014 – 25/04/2015 and 03/07/2015 – 18/06/2017
- Authorize orders on Logis Procurement Integration as per delegated authority
- Capture and authorize supplier credentials on Procurement Integration, Safety web and on CSD
- Work closely with provincial budget controller for budget shifts to correct SCOA in order to avoid misallocations
- Edit and amend orders and payments before final transaction can be performed
- Compile monthly report on Commitments (RR102), Accruals (RR103), Leases and Payment less than 30(RR105), above 30 days and not yet paid (RR101) submit reports to National Office
- Coordinate problem resolution on the system by ensuring that all technical issues are being addressed and work with IT unit
- Maintain data used in the administration of LOGIS, verify that batch runs and ensure that relevant reports are properly executed in time
- Supervise the officials in order section
- Create purchase order for PLAS and ALHA Projects
- Register service providers on ACCPAC
- Create suppliers on LOGIS Integration
- Create and amend banking details of the service providers
- Report monthly on irregular expenditure and investigate the cause
- Work with ASD Finance and ASD Logistics to address audit findings and develop remedial measures and ensure that the Department adheres to all prescripts and policies
- Monitor the implementation of risk assessment tool as outlined in the Departmental Strategic plan
- Manage and maintain 0-9 Files by safeguarding of files and keep proper records
- Follow up on outstanding orders and invoices by liaising with client offices and service providers
- Handle queries related to invoices and delivery of goods and services and receive goods from service providers and deliver to correct chief user
- Capture receipts and invoice on LOGIS and Add Payments on LOGIS Integration
- Compile document payment parcels, verify the correctness of information on invoice and order, check whether goods & services where procured in line with prescripts and policies (SCM, PFMA, TR) and signed as per delegations
- Supervise contract workers and mentor interns in our section (2008-2011)
- Maintain the inventory of the province by closing commitment cancelled and orders that are no longer required by the Department
- Re-appointed as subsystem controller on October 2013 and transferred back to Logistics Unit Add all received quotations on QTMT for goods, services and works
- Authorize request (RQAT) on Logis to create Procurement Advise (PA)
- Create orders on Logis (PACP.PAAP & BRCP) and submit for order authorization
- Capture request and orders on ACCPAC for PLAS projects
- Maintain monthly report on ALHA farms
- Appointed as sub system controller since 2007 till 2012
- Re-appointed as subsystem controller on October 2013 and transferred back to Logistics Unit
- Compile quarterly(interim) and annual financial statement
- Manage inventory
- Create new Items on LOGIS
- Act as system controller in the absentia of the system controller
- Clean the LOGIS System by removing long outstanding transaction on the system
- Train chief users and new users on the system – ongoing
- Train users on new functions implemented on LOGIS – ongoing
- Arrange quarterly SCM forums with end users
- Assist in consolidating DMP from branches into Provincial consolidated DMP
- Assist in aligning PDMP with MTEF, working closely with Deputy Director Finance
- Conduct needs analysis by vising different branches within the province. In order to meet their objective
- Compile the advert for database for service providers in the province, advertise database quarterly on the local newspapers
- Ensure effective and efficient contract management, Compile SLA and contracts for cleaning and security services
