SCM: LOGIS System Controller / Administrative Officer at National Prosecuting Authority South Africa (2017-01 – 2025-08)
Managed acquisition management, demand management, LOGIS system controller duties, logistics section, and payment section operations.
- Check whether the memorandum has been approved by the delegated official
- Check if log1 form and budget report are attached
- Coordinate the acquisition process for goods and services in line with procurement process and planning
- Review specifications or terms of reference were necessary to align with Treasury Instruction notes
- Procurement of goods and/or services from business units
- Maintain info on Dynamics
- Advise the Business Unit on its specification
- Effective use of Central Supplier Database, to check if the supplier is in business, not restricted, their tax compliance status and whether they are not Government employees
- Source quotations from suppliers within 5 working days
- Prepare comparative schedule for RFQ 80/20 requests
- Confirm that at least three quotations are attached or that if a copy of the contract is attached
- Communicate with business units to update them of the status of their request
- Send the finalized document pack to the manager for approval
- Ensure compliance with the latest Treasury Instruction Notes and the latest financial delegations
- Monitor bid validity periods and request extension when necessary
- Receive a memo of request from the End-user and draft a memo to commence bid process
- Manage the Bids effectively and efficiently according to National Treasury Prescripts and SCM Policy up to the final procurement stage
- Compile a comprehensive procurement plan
- Monitor implementation and update the procurement plan as per project estimated date and cost
- Conduct market research to establish new technologies and Conduct benchmarking with best practices
- Coordinate the sitting and preparation for BSC, BEC and BAC meetings
- Draft Bid advertisements, compile bid documentation, arrange bid briefing sessions and facilitate Bid Evaluations
- Respond to bid related queries
- Facilitate the Opening of Bids on the set date and time
- Open the responses after closing date for bids
- Pre-evaluation of bids received
- Provide administrative and secretarial support to the Bid Specification Committees (BSC), Bid Evaluation Committee (BEC) and Bid Adjudication Committee (BAC)
- Schedule BSC, BEC and BAC meetings, prepare agenda, packs and take minutes and keep records
- Check bids for administrative compliance according to responsive criteria
- Liaise with internal and external clients
- Compile memorandum for all bid related matters
- Provide guidance and demonstrate bid evaluation criteria or processes to the panel to ensure that members are conversant with the bid requirement
- Check the company status of the recommended company and its Directors with the National Treasury
- Check the status on Central Supplier database (CSD) status and ownership
- Arrange and assist in conducting site visit and conduct the due diligence exercise
- Compile the evaluation recommendation report to be presented to the Bid Adjudication Committee for approval
- Create/add new users on LOGIS (IDCI & SASP)
- Ensure that users are trained
- Review of LOGIS Users
- Assist users to reset user profiles when revoked on LOGIS
- Resubmit order hanging on the system for payment by providing the document number the user is trying to complete together with the error message received
- Log call with Logik Centre for orders with no payment numbers or orders with no disbursement numbers and technical errors
- Suspend LOGIS users who are on long leave, resign, etc.
- Identifying error messages on the LOGIS system and log a call with LOGIK on behalf of the Department
- Maintain order on the system WEB LOGIS Online
- Printing of monthly reports from LBIS, BRRR, BRPQ & BRRP
- Make sure that the system generates daily, weekly, and monthly batch runs
- Draw up Commitments monthly
- Provide training of staff on procedures, processes, and systems
- Creation / approval of ICN's
- Contract maintenance and administration on portal
- Link contracts with ICNs
- Verify whether the request of goods and services form part of the procurement plan
- Ensuring that procurement source documents are verified, captured, and authorized in accordance with Departmental policies and procedures are compliant with applicable legislative requirements
- Ensuring that provisioning services are rendered according to requirements and adhere to procurement delegation of authority
- Ensuring the process of capturing and authorizing requisitions to generate purchasing orders
- Create a 0-9 File
- Ensuring a proper management of the 0-9 file and its diary
- Ensure the correct placement of orders to the relevant suppliers/ service providers by maintaining open communication
- Follow up on outstanding commitments and maintenance of 0-9 files
- Assist manager in preparing commitment and accruals reports
- Handle internal, external, and decentralized offices orders and related enquiries: Status about orders
- Assist in the preparation of management information, statistics, and compile reports on status of orders
- Give feedback to the internal and external customers the status of their request
- Monitor submitted and outstanding invoices according to Service Level Agreements
- Ensuring that invoices are processed within three days from receipt
- Ensuring that payment documents and information captured is correct
- Capture receipt on selection RCRI
- Capture invoice on selection FIIN
- Reconciliation of major accounts
- Record and Update of invoice tracking system
- Drafting refers letters or memorandums for non-compliant transactions
- Submit weekly report on all invoices received and processed
- Ensuring that all sundry payments are approved by CD: Financial Management
- Keep the service provider informed on the progress of the invoice payment
- Assist in the preparation of management information, statistics, and compile reports on status of payments
- Processing of payments as per SCM delegations
- Ensure that the Department maintains effective systems and procedures for the payment of invoices on the LOGIS System
- Check the correctness of the invoice versus the purchase order whether the invoice tallies up with the price schedule
- Administration of turnaround times on processing of payments
- Follow up on all outstanding invoices as per the 30 days payment period
- Handle all lease statement
- Receipt, registration and verify document parcels from Order Section
- Capture Invoices and add payment on LOGIS System
- Administer and interpret system generated reports
- Reconcile payment reports
- Provide reasons for all invoices over 30 days
- Clearing of outstanding accruals and payables
- Verify invoices on Invoice Tracking System
Assistant Procurement Officer at Cooperative Governance, Human Settlements and Traditional Affairs (2014-04 – 2016-12)
Managed supply chain management functions including demand management and planning, acquisition management, logistics management, and procurement of goods and services.
- Prepare comprehensive Procurement Plan
- Prepare specifications and Terms of Reference
- Request for Quotations (RFQ)
- Request for Proposal (RFP)
- Preparation of the Bid
- Advertisement and drafting of Bid documentation
- Coordination of bid processes
- Inventory tracking and control
- Maintain inventory records and list
- Stock levels and issues
- Preparation of purchase order and coordination with purchasing section
- Providing supplier information verification using the Central Supplier Database
- Administration and processing of supplier quotations
- Procurement of goods/services
- Request for Quotations processing and submission
