Supply Chain Specialist

Supply Chain Management Processes

• Develop and oversee the implementation of the supply chain management processes
• Ensure adequate and competent capacity in the SCM unit
• Develop and get approval of SCM Business Unit policies and procedures
• Ensure effective implementation of the SCM policies and procedures Implement effective anti-corruption measures.
• Implement delegations of authority.
• Implement SCM legislative framework and requirements
• Conduct Demand and market analysis Strategic sourcing

Ensure Bid Administration

• Improve internal controls system
• Ensure effective Contract management
• Bid Committee System
• Manage the Demand Management process, including:
• Needs assessment,
• Availability of funds,
• Market assessment and industry analysis,
• Identifying methods of procurement,
• Identifying preferential procurement policy objectives,
• Specifications/terms of reference

Bid/quotation process oversight

• Oversee the development and utilisation of a supplier database in accordance with SCM policies and procedures and in compliance with applicable legislative requirements

Reporting

• Monthly, quarterly reports on supply chain management as required to internal and external stakeholders

Internal and External audit requirements

• Oversee the internal and external audit processes, including the timely implementation of audit improvements

SCM Performance Management

• Ensure implementation of a SCM performance management system

Risk Management

• Champion SCM Risk Management, annual SCM risk assessment, development of the SCM risk universe and risk response plan.

Leadership, Management and Operational

• Assist in facilitating the development and execution of the SCM operational plan
• Develop tools to manage and monitor SCM team performance
• Develop an operational plan which incorporates goals and objectives that work towards the strategic direction of the Company
•  Ensure that the SCM operation meets the expectations of its shareholders, EXCO
• Oversee the efficient and effective day-to-day operations of the SCM division,
• Develop processes, divisional structures in line with strategic objectives

• Develop policies for approval by the Board and prepare procedures;
• Review existing policies on a bi-annual basis and recommend changes as appropriate
• Ensure that all Company documents are administered appropriately, securely stored and privacy/confidentiality is maintained
• Coach and mentor staff as appropriate to improve performance
• Ensure that the Commission SCM practices are conducted in manner that complies with all legislative requirements
• Work with the Chief Financial Officer to ensure that sound SCM processes and procedures are followed
• Oversee the planning, implementation, execution and evaluation of special projects
• Discipline staff when necessary using appropriate techniques; release staff when necessary using appropriate and legally defensible procedures
• Participate in the EXCO, Board and Board Committees discussions as and when required.

Financial Planning

• Work with the CFO and Divisional Executives to prepare Procurement plans and comprehensive budgets
• Approve expenditures within the delegated authority

Senior Consultant SCM - Performance & Compliance
12-2020 to 07-2021

• Develop & implement process and performance management strategies.
• Supplier Performance Management – document, measure, enforce, and improve supplier quality, delivery, and service levels
• Work with the Contracting teams to ensure contractual obligations, KPIs, SLAs and other compliance requirements are clearly defined, measured and understood by on-site contract management teams
• Drive engagements with business partners and vendors nationally and attend the relevant forums to present on the performance and service delivery of vendors with analysis to support continuous service improvements.
• Measure monitor and report on service delivery metrics and overall performance, against agreed standards to ensure effective delivery by external service providers as per the service level agreements and to utilize the data analysis to influence continuous improvement and the client strategy.
• Drive procurement efficiency and data qualitythrough Microsoft Power Business Intelligence (BI)
• Leading the design and delivery of improvement solutions that delivers quantifiable business value
• Identify performance gaps as well as improvement opportunities and work with suppliers to define action plans for achieving the desired performance levels.
• Embed mechanisms to track performance improvement effectively.
• Establish mechanisms to monitor and proactively manage supplier risk
• Build & maintain strong working relationships with key stakeholders across teams, functions, and locations to enhance planning, leverage reporting opportunities and improve processes.
• Evaluate key data sources to inform program decisions; analyze and use the data to create growth strategies and/or identify program improvements.
• Develop innovative approaches to training and development to further empower and prepare supply team members to ensure supplier risk and performance management controls into the supplier selection and contracting process.
• Manage policies and standards to ensure regulatory compliance, consistency with SAECsvalues and principles, and alignment with business priorities.
• Monitor compliance against policies and standards through preventative controls, detective controls, and data/reporting to executive leadership.
• Accountable for supporting technology/tools and ongoing enhancements to maintain and outpace market standards.
• Drive compliance of operational procedures ensuring no deviations from agreed standards to prevent losses.
• Ensure responsibility for the management of master data, including the enforcement of enterprise business rules, data policies and standards
• Drive initiatives to improve the overall performance of the supply and master data function by optimising the utilisation of existing processes, practices and systems
• Monitor and drive functionality of existing systems, provide input and approve new system developments within South African Energy Coal (SAEC) to ensure the systems enable effective service delivery.
• Drive the adherence of vendor SLA standards as per individual agreements to ensure an effective client experience.
• Support procurement audits & other assurance processes
• Review category management process across.
• Evaluate and measure performance through supplier scorecards, where sustainability, quality, operational, innovation and financial metrics are integrated and supported by consistent, factual data
• Drive planned changes between client and operations, and drive project management to ensure a smooth migration and minimum impact to client.
• Implement & manage strategic initiatives with stakeholders including identifying barriers & establishing solutions in a collaborative manner.
• Drive all client and business partner service level agreements for to ensure effective end-to-end service delivery and consistent internal and external client experience.
• Drive the adherence of vendor SLA standards as per individual agreements to ensure an effective client experience.
• Drive planned changes between client and operations, and drive project management to ensure a smooth migration and minimum impact to client.
• Contribute to the development of sourcing manuals and procedures.

Strategic Functions

• Oversee compliance of the Capital division with all relevant laws and regulations as it relates to supply chain management for the Transnet Capital  operations.
• Conduct a periodic review on performance and provide recommendations on how to optimise supply chain management across the Capital Division.
• Manage the BBBEE scorecard by tracking and monitoring monthly progress against the targets.
• Provide management and guidance for the Infrastructure Division’s supply chain function and develop proper supporting systems, policies and procedures.

• Provide procurement statistical reports for executive decision making by preparing and managing the monthly, quarterly and annual supply chain management information.
• Ensure overall compliance to supply chain management framework and risk management pertaining to SCM operations.

Planning and Standards

• To participate and make meaningful contributions when MOUs / Client agreements are being to ensure that the parameters of the SCM framework is well understood and catered for in such agreements.
• Develop and implement appropriate procurement metrics and targets for procurement 
• Implementation and awareness building on procurement policy, procedures, process, templates, delegations and performance metrics etc.
• Develop, agree and effectively implement service levels timelines with Divisions for different transaction types with clear role definition and control requirements. 

Execution

• Oversee demand management and purchasing requirements at a programme level and procurement/tenders of goods and services.
• Ensuring full compliance to procurement policies and procedures and adherence to specific legislative requirements across specialised procurement, such as infrastructure.
• Manage all aspects of the tender process and ensure coverage of regulatory and compliance requirements for the Infrastructure
• Division arising from all supply chain management processes.
• Manage the procurement of goods and services to meet user requirements and agreed service levels (RFI, RFP’s, RFQ, Orders) – includes planning, evaluation, governance processes, expediting and managing order fulfilment on all orders placed.
• Oversee and management of services levels of the team as per the SLA.
• Perform ongoing reviews and make recommendations on how to optimise supply chain management across the Infrastructure Division.
• Facilitate monthly demand planning meetings with programme teams to understand their procurement/tender requirements and feed into cash flow planning and working capital planning with the financial accounting team.
• Management and oversight for master records development and maintenance
• Investigating and addressing non-conformances.
• Monitoring price increases and communicating changes as necessary.
• Responsible for effective system functionality and fit to enable smooth transactional performance (SAP, and other related systems).
• Implement, monitor, report and manage attainment of procurement metrics.
• Management and delivery of services levels as per the SLA.
• Effective and decisive management of supply chain governance, sourcing and commercial risks.
• Implementation and oversight to ensure sound contract management practices are in place.

Contract and Compliance Management

• Implementation and management of contract management practices within the JDA. Embedding supplier performance management practices across the business and contract owners.
• Advisory and input to contracting process to ensure agreements are appropriate and robust. Ensure that negotiation with suppliers are in line with sourcing strategy, business principles and appropriate commercial terms.
• Provide advice and guidance on procurement related matters.
• Represent Procurement in any contract or tender related disputes.
• Ensure that client queries/needs are dealt with proactively, accurately and within prescribed turn- around times.
• Oversight and management of contractual changes and ensure a clear audit trail.
• Oversight and reporting on contract records.

Reporting

• Monitor and report on performance in line with the sourcing pipeline and Tender register
• Preparation of reports for Business Review meetings; EXCO; SCM Committee, BEE reporting and National Treasury requirements.
• Monthly reporting on team performance against SLA.

• Monthly report on procurement metrics.
• Reporting to Infrastructure Procurement Committee and SCM Committee.
• Exceptions reports to governance structure.

Transnet SOC Ltd -Subcontracting
Senior Specialist Procurement
Feb 2017 to May 2019

• Develop and oversee the implementation of the Supply Chain Management System
• Develop and implement new policies and procedures
• Review Supply Chain Management policies and procedures and ensure they are aligned to National Treasury Regulations, practice notes, instructions and circulars as well Transnet Properties processes
• Provide input into the strategic policy development
• Conduct supply chain Management workshops and training initiatives
• Oversee the annual supply chain management risk assessment and the development of the risk response plan
• Oversee the implementation of the demand management process of Transnet
• Oversee the needs analysis and the system of needs assessment and verification
• Determine specifications and/or terms of reference for goods and/services required
• Decide on the optimum method of procuring goods works or services including transversal of ad hoc contracts
• Determine the threshold values which determine the procurement process to be followed
• Oversee the receipt of acquisition requests from the business units ensuring that the requests are in budget and in line with the strategic plan
• Ensure that procurement requisitions have been signed by the relevant authorization figure and that the correct approvals have been granted
• Provide advice around the selection of method in which the market will be approached for each procurement requirement
• Oversee the development and completion of bid documentation, including evaluation criteria ensuring that it is accurate and compliant
• Oversee the establishment of bid specification, evaluation and adjudication committees and ensure that they function correctly and according to policy and procedure
• Partake in the evaluation of bids in accordance with published criteria
• Ensure that proper contract documents are signed.
• Oversee the inventory management function of Transnet Properties
• Overview and monitor the process of reviewing vendor performance
• Ensure that the financial system is activated to generate payments
• Oversee Supply Chain Management Performance system
• Oversee the development, maintenance and utilization of the supplier database ensuring supplier are rotated accordingly
• Facilitate the process of contract signing
• Coordinate legal vetting of contracts and/or service level agreements

Supply Chain Advisory services

• Provide expert advisory and promote the sphere of influence of SCM amongst relevant stakeholders.
• Foster relationships with national treasury to understand SCM guidelines and Instruction Notes, and to proactively influence legislation that impacts negatively upon NURCHA operations.
• Demonstrate leadership and expert competencies at all levels and across the organisation, especially within the context of advisory roles to Exco and Board Committee.
• Adjust all policies and procedures in accordance with all changes in legislation impacting the Supply Chain.
• Provide advice in the preparation of Bid documentation for the procurement of goods and/or services.
• On-board the advisory role during the appointment of suppliers with emphasis on best
  processes, market analysis, specification formulation, evaluation and negotiation of awards.

Improve SCM Efficiencies

• Identify and recommend ways to improve SCM efficiencies including the processes of the Bid Committees and adjust policies, procedures and guidelines to this effect;
• Assess the SAP system and oversee the enhancing of the system towards the end goal of 100% automation as well as seamless, efficient processing of all procurement.
• Review and assess processes around Demand/Procurement plans and suggest improvements to address gaps, if any.
• Review the contract management processes and provide advice on processes to improve efficiencies.

Staff Development

• Provide in-house training, to both the SCM team as well as the broader organisation (especially Bid Committee members) on matters related to procurement and ensure the NURCHA community is aware of developments within the field of supply chain.

Supply Strategy:

• Assist in developing and implementing a supply chain strategy and action plans for the organisation.
• Plan strategically to improve organisational performance.
• Develop and execute the preferential procurement strategy
• Identify and interpret related legislation and its impact on the supply chain function and ensure compliance.
• Analyse qualitative and quantitative data required to inform a strategic supply chain plan
• Strategise, research, develop and review appropriate supply chain systems and processes and adopt best practices.

Risk Management:

• Monitor, assess and manage risk within the supply chain function.
• Ensure controls are in place to mitigate material risks.
• Conduct risk control self-assessments
• Mitigate SHE, legal, commercial and reputational risk

Supplier Management:

• Develop Supplier relationship approach i.e. qualification criteria, classify by spend and / or criticality to organisation and set supplier management activities
• Develop Supplier Performance Evaluation process (metrics, targets, scorecard templates and reporting process)
• Approve new Supplier applications
• Manage the Supplier database and identify improvement opportunities
• Review the Supplier Management system and make configuration improvements as required
• Coordinate new Supplier appointments and induction
• Monitor and measure Supplier performance and make improvement recommendations
• Monitor Supplier related risks and make improvement recommendations
• Develop new or alternative sources of supply by continually monitoring the market for new products or innovations
• Negotiate trade terms and discount structures with local suppliers.

Preferential Procurement:

• Ensure an ethical and transparent procurement process that supports sustainability
• Measure and monitor local content as a percentage of total spend
• Recommend preferential procurement initiatives to the organisation

Tenders:

• Review Contract opportunity recommendations to determine feasibility and initiate tenders
• Draft and finalise tender specifications / terms of references / evaluation criteria with end users
• Compile and issue tender packs (Tender specifications / Standard Bidding Documents, Special conditions of contracts, etc.)
• Manage and coordinate the tender process and coordinate tender briefings
• Shortlist potential vendors in conjunction with end-user
• Receive and open tenders and capture in tender register
• Evaluate and adjudicate tenders and recommend suitable suppliers in conjunction with end-user
• Award tenders and finalise supplier agreements and orders
• Prepare Bidding Adjudication Committee (BAC) appointment letters and terms of reference
• Prepare Bidding Evaluation & Specification Committees (BEC & BSC) and terms of reference
• Provide administrative support to the bidding committees
• Draft recommendations on behalf of the Bid Evaluation Committee and forward to the Bid Adjudication Committee

Contract Management:

• Maintain and update the contract / service level agreements register
• Draft supply chain contracts and agreements in conjunction with legal counsel
• Negotiate supplier agreements
• Monitor contract expiry dates and notify end-users timeously
• Negotiate contract extensions as required

Purchasing:

• Assist and guide end users in completing purchase requisitions
• Review RFPs and check budgets, approvals and terms of reference
• Monitor and report to management on the status and progression of purchase Requisitions and priorities
• Recommend suitable suppliers for procuring goods/services
• Review and approve quotations
• Contest and dispute late deliveries and if necessary, cancel orders and place new orders with alternative suppliers
• Identify repetitive purchases for contract opportunities and make recommendations

Reporting:

• Compile supply chain management reports

• Deliver briefs, updates and reports as and when required by the Sourcing Manager
• Purchase goods, materials, components or services in line with specified cost, quality and delivery targets in line with the Sourcing Manager’s strategy per commodity.
• Ensure continuous supply of required goods and materials and communicate any supply problems which may pose a risk or impact on business operations. 
• Develop creative and innovative procurement processes.
• Develop ideas and strategies to improve operational efficiency, add value, aid business performance and work towards a strategy of continuous improvement.
• Negotiate contracts, improved prices and terms of business with suppliers and review opportunities to make business savings utilising negotiation and procurement best practice tools and methods. 
• Assess and evaluate suppliers and undertake performance reviews to ensure contract compliance and manage performance improvement activities. 
• Ensure that a professional and consistent approach is taken in relation to all supplier relationships.
• Ensure compliance to SCM processes, policy and procedures of all contracts intended to source goods and services.
• Ensure the implementation of RFI/ RFP/RFQ process & projections to support bid documents in alignment with procurement internal processes and procedures.
• Facilitate presentation of various reports, proposed contract documents to various SCM committees.
• Act as a liaison between suppliers and involved departments to resolve procurement related problems.
• Monitor supplier performance by ensuring that product is delivered as scheduled and meets specifications; maintaining appropriate files and records of meetings with suppliers to ensure company requirements are met and that supplier is aware of their performance.
• Assist internal and external customers by interpreting laws, policy, codes, and regulations pertaining to purchasing; answer inquiries both orally and in writing concerning purchasing operations.
• Contribute to team effort by accomplishing other job related tasks as needed; enabling other workers to achieve their job objectives.

Prepare purchase orders in line with final negotiations with selected suppliers and in line with organisational targets and requirements

SCM expected outputs

•  Implement and review RAF supply chain management policy, processes and procedures and ensure alignment to National Treasury Prescripts.
• Guide and advice departmental employees on logistics management matters to promote correct implementation and sound logistics practices.
• Provide monthly SCM reports on procurement of goods and services.
• Coordinate and facilitate the monthly SCM reports on procurement of goods
• and services.
• Keep record of statistics required on government procurement goals.
• Provide monthly reports on all open purchase orders.
• Processing of requisitions for goods and services.
• Coordinate the placement of orders for goods and services.
• Monitor the process of receiving and checking goods.
• Record and safekeeping of purchase orders awaiting delivery.

• Receive invoices and facilitate payments.
• Generation of Purchase orders.
• Keep an updated register of all purchase orders and report monthly.
•  Place purchase order with the appointed service providers.
• Conduct quality check on all documents.
• Monitor SLA's with suppliers and their performance accordingly (Contract
• Management).
• Manage relationships with suppliers and partners in line with the core values
• and operational requirements of the RAF.
• Follow up and clarify any complaints and infractions and ensure corrective
• action is taken towards non-compliant suppliers within the prescribed
• timelines and inform relevant stakeholders.
• Develop and ensure 100% compliance and implementation of the
• procurement policy.
• Procurement of goods and services from suppliers in line with the RAF and
• National Treasury prescripts.
• Train all company staff on Supply Chain Management policies and
• procedures and ensure adherence to processes

Strategic Procurement Responsibilities:

• Participate and assess clients' needs and objectives through strategic planning and relationship management.
• Establish and execute highly effective, collaborative sourcing strategies to accelerate impactful business partnerships
• Access, analyze, and present relevant market and supply chain intelligence to inform Real estate & Facilities strategy, complimentary Sourcing strategy and frame Sourcing project opportunities.
• Evolve sourcing and procurement processes based on category specific business or internal stakeholder requirements.
• Develop and advocate robust sourcing and negotiation strategies to optimize the total value delivered.

Spend management & Supplier relationship management

• Strategically manage vendor relationships.
• Coordinate ongoing supplier management practices with internal customers to optimize financial and operational performance.
• Identify and qualify potential new partners to ensure forward-looking visibility of best in class cost, service delivery, service offerings and future service.
• Identify opportunities for cost and/or process improvements.
• Manage bid proposals (RFI/RFP), requirements documentation (SOW), service level agreements (SLA), purchase/service agreements and other related documents.
• Negotiate pricing, terms & commercial conditions of contracts and manage through the contract lifecycle.
• Provide regular reports to the senior leadership team on strategy, savings and other KPIs.
• Maintain regular written and in-person communications with the organization’s executives, department heads and other stakeholders regarding Sourcing activities
• Prepare Preferential Procurement reports for Business units.
• Conduct Preferential Procurement Spend analysis
• Tracking of procurement spend with BEE compliant supplier, and also black owned suppliers
• Oversee management of BEE certificates submission by suppliers

• Management of Preferential Procurement verification and compile of Preferential Procurement verification file
• Maintenance of administration system for Preferential Procurement for verification

• Execute and administer RFX process.
• Evaluate the RFX in line within delegated levels.
• Organise and coordinate the negotiation process.
• Ensure timely conclusion of the contracting / purchase order process.
• Provide progress reports.
• Work closely with business owners to ensure deliveries scheduled are in line with business requirements (Expediting).
• Build, support and maintain healthy, diverse internal and external relationships to ensure achievement of organisational goals.
• Support the tender management process.
• Ensure compliance with all relevant legislation, policies, procedures and applicable prescripts.
• Integrate small black businesses within the supplier base.
• Implement BBBEE strategies to ensure the targets are reached

Procurement of Goods and Services

• Place a request for quotation from the identified suppliers on the database on a rotational basis
• Put in place a service level agreement for the services and/or goods to be procured
• Assist in developing the demand management and procurement plans in the absence of the SCM Manager
• Implement a Demand Management system
• Follow up on all outstanding deliveries and unfulfilled orders
• Provide support to the business on all procurement matters as the needs may arise

Coordinating the Delivery of Goods and Services

• Receive the invoice following delivery and submit to payment with the supporting documentation and all legislative requirements

Tender Administration

• Collate specifications of the tender from the User Department and/or bid specification committee
• Compile the bid documents in line with the relevant legislation and bid specification committee
• Administer the Tender Committees by attending to technical matters, scheduling the meetings and taking minutes
• Provide administrative support in accordance with policies and procedures and within the allocated time frame

Contract and Inventory Management

• Maintain a contract and lease register and ensure all legislative requirements are met
• Identify goods due for disposal in collaboration with Asset Management
• Adhere to legal requirements for disposing various materials
• Adhere to SCM requirements

Maintenance of Supplier Database

• Register suppliers on the database
• Maintain the supplier database in accordance with policies and procedures and within the allocated time frames

Report Writing

• Compile and submit monthly and quarterly reports on the purchase order, purchases, BEE suppliers used, deviations, contracts, irregular, unauthorised and fruitless
• and wasteful expenditures, supplier database
• Produce reports in accordance with policies, procedures and legislation