Purchasing and Supply Manager (Purchasing and Supply Manager)

To implement the Sourcing strategy in line with global standards
to minimise costs and optimise the value gained from each
purchase.
To provide input and recommendation in improving relevant
strategies, policies and practices.
To lead the Procurement Team, coordinate and assist with
sustainable procurement initiatives.
Operational Management
? Supplier and Contract Management
o Monitor current supplier performance and cost structures
with the aim to improve sourcing costs and supplier
performance.
o Ensure that material from suppliers overseas is correctly
tracked for on-time delivery.
? Continuous improvement
o Initiate, lead and support improvement and change
initiatives.
? Risk Management
o Manage all procurement transactions and be alert for any
risks and report accordingly.
o Assist in the development of a Disaster Recovery Plan.
? Business Process Management
o Document and continuously update relevant Business
processes and Standard Operating Procedures. (SOP)
? Inventory Management 

o Set up minimum re-order levels and quantities.
o Manage appropriate spares supply plan/Bill of Material
(BOM).
o Monitor usage/ inventory levels.
? Lead Team
o Lead and manage the team of 3 people, providing
direction, development and motivation to meet overall
business unit and business objectives in line with the
relevant HR policies and procedures.
o Take receipt of all requests for order placement and data
management which come in and allocate work and
monitor progress and delivery to ensure agreed service
levels are met.
o Ensure workload is evenly balanced across the team and
recommend changes if needed.
o Provide analysis and recommendations where targets
have not been met.
o Ensure timely and efficient issue solving.
o Execute, coordinate & optimize procurement operations in
order to deliver expected productivity and quality targets.

• Analyse market and delivery systems to assess supply chain risk relating to present and future material availability.
• Develop and implement procurement, contract and inventory policies and procedures in line with best practice and legislative changes.
• Locate and negotiate with vendors of materials, equipment or supplies.
• Liaise with operation business units relating to the technical requirements of supplies, equipment and services.
• Research, evaluate and procure services, supplies and equipment based on price, service, quantity and warranty to meet the needs of the company’s operations.
• Control the administrative processes to support the complete procurement and inventory function.
• Control inventory services in terms of the ordering, receiving, storage and issue of products and materials.
• Manage the day-to-day procurement operations through direct management of sub-ordinate and internal teams across organisational disciplines

• Develop and implement strategic procurement plan
• Conducting supplier negotiations and facilitate service level agreements and discussions with various suppliers 
• Manage the buying function for support services comprising of six team members and guide the decentralized purchasing functions across the university. 
• Manage the vendor application process and general vendor management including the management of the vendor database.
• Manage the central credit card, credit applications and any financial competency required in the area including actively participating in the budgetary process and the monitoring thereof.
• Manage the tender administration function in collaboration with the Contract and Category management function.
• Implement the procurement policy and process including providing input into policy changes, procurement strategy and processes.
• Responsible for managing activities associated with the Operational function including supervision and performance management of the subordinates. 
• Prepare regular management and statistical reports on the functions reporting into this portfolio, this includes preparing regular reports for the Procurement Executive Council and Operational Meetings as and when required - Spend analysis and other reports to measure performance.
• Developing and implementing a web-based strategy for procurement, conduct policy and process awareness campaigns, continuously improve on a procurement knowledge base and continuously liase with stakeholders to identify issues or improvement opportunities.
• Developing the related appropriate policies, standards and processes to promote efficiency, effectiveness and continuous process improvement in the procurement function.
• Successfully implemented change from decentralized procurement structure to new structure for hybrid-centralized procurement to improve governance and efficiency of procurement process across the university.
• Monitoring compliance to process and policies and address non compliance where required to
• Developing and maintaining productive and positive working relationships with departments, faculties and schools, suppliers, relevant parts of the public and private sectors (PURCO and others) and with the higher education industry.
• Implementing Supplier performance management – reduced the percentage overdue orders from 65% to <10% in 6 months.
• Contributing to the annual planning and procurement budgetary process and to the procurement strategy of the organisation as a whole.
• Identifying savings opportunities and implement initiatives that promote saving, and maintaining risk register for procurement function.
• Proposing a risk mitigation strategy and implementing relevant controls and strategies.

• Core focus on strategic procurement and identification of strategic procurement opportunities 
• International and local sourcing of electronic and mechanical components, material and equipment for various missile projects and engineering team
• Manage and prepare supplier contracts and SLA (service level agreement) negotiations at high level. Example: Contract for services of a test pilot for the Hawk and Mirage 2000 aircrafts to perform flight tests of missile (Contract value R1.8m for 3 weeks) 
• Interface between procurement and project team providing support in terms of sourcing materials and components including EUC (end user certificates), NDA’s (Non-disclosure Agreements). Example: EUC for electronic components with MIL Specification and NDA agreement for development of new technologies 
• Ensure project deadlines are met through effective and efficient procurement strategies which involve supplier development and partnering initiatives, supplier relationship management and supplier delivery accuracy monitoring and expediting
• Prepare monthly management report of procurement overview for missile project to senior manager external manufacturing and project team 
• International contracts management and supplier SLA management including supplier reviews and scorecard rating
• Savings recorded of 6.31% achieved for the period 05/2012 to 12/2013
• Sourcing alternate supplier for optic lenses for seeker heads for missile project resulting in a savings of +/- 42%.
• Provide input and support to engineering development team by exploring alternative products and suppliers and innovative ideas to drive down cost to add value to project
• Monitor buyers responsible for project procurement to ensure timely delivery of critical items for project 
• Attend project meetings weekly and give update and feedback of procurement activities. 
• Prepare submission and present motivation and justification of purchases exceeding R50,000.00 (Excl. VAT) to Procurement Review Board (held weekly)
• Run reports and capture / process information using SAP ERP system 
• Member of the Information Security Management Forum that was formed in February 2013

• Responsible for procurement of all non-manufacturing related requirements common to the entire company (timber, printers, computers, stationery, water dispensers etc.) through implementation of strategic procurement 
• Compile buying enquires and managing the subsequent tender process from RFQ to final contract / purchase order by using the TCO model for bid adjudication (a +/-5% savings from tenders was realised amounting to +/-R170,000.00) 
• Work with JDE ERP system to create and update catalogues, capture purchase orders and run reports to analyse spend and supplier performance 
• Use SHEQSYS quality management system to report and resolve problems and implement innovations recommended 
• Set up Contracts / Service Level Agreements with selected suppliers based on criticality of supply
• Manage and monitor supplier performance against Contract / Service Level Agreement through regular review meeting and negotiate price adjustments 
• Carry out market survey to follow price and market trends on all commodities (steel, timber & fuel)
• Leader of the Value Driven Service team responsible for interfacing with all departments in order to improve quality, efficiency and value of procurement service
• Read technical drawings and be able to order correctly from suitable suppliers
• Obtaining prices (RFQ & RFI) on new items to support development of new products and projects
• Price negotiations on purchases of goods and services and benchmarking in various markets
• Overall savings recorded in the last financial year was +/- R400,000.00 based on controlled spend of +/- R8m (tenders + adhoc)

Fleet Management

• Responsible for management and administration of fleet of 287 vehicles and 42 forklift/handling equipment. 
• Reviewing, controlling and implementing the company vehicle policy
• Authorising, monitoring and reporting on all repair and servicing costs of all company vehicles
• Ensuring that vehicles are being serviced as per manufacturer’s specification
• Purchasing new vehicles as per company policy, including negotiating best deal using TCO model (average of 40 vehicles replaced per year, negotiated discount from 7% to 10% resulting in +/-R300,000.00 saving per annum)
• Liase with vehicle suppliers and keep up to date with new developments, vehicle trends and pricing 
• Proposed and implemented vehicle tracking to the fleet by doing a presentation to the EXCO committee of the cost and benefits of the system to get their approval on the project
• Vehicle tracking system project was completed within budget and time deadline, after the first six months a fuel saving of 6% was recorded (+/-R48,000.00 per month)
• Involved in decision making and review of selected vehicles included in the vehicle policy
• Disposal of vehicles as per company policy (generate additional income of +/-R2m per annum) 
• Fleet administrator reporting to me responsible for all administration and database information updating in terms of vehicles, drivers and claims

• Responsible for all the strategic sourcing, warehouse and logistics in the Southern Africa Region, which included branches in Mozambique and Angola.
• Draft and prepare bid specifications and request for bid documentation 
• Request proposals from vendors, which includes goods and services, and evaluate, adjudicate and award bids
• Draft contracts for major purchases of materials for the contract 
• Supplier selection, price and contract terms negotiation and purchase order processing 
• Read technical drawings and source suitable suppliers and request quotations
• Ensure quotations comply with technical and quality requirements as per drawings, adjudicate and award order 
• CAPEX purchases includes plant equipment, vehicles (light & heavy), specialized equipment and machinery using TCO model
• Negotiate contracts for major commodities like steel, cement, steel pipes, prefabricated building for camps etc. which included a contract for the steel required for the project that amounted to +/-R76m with a saving of 20% amounting to +/- R21m 
• Use SEIFSA for escalation in contracts
• Prepare budget estimates and monitor departmental expenditure
• Project leader for the design, implementation and roll-out of new purchasing module of computerized system SAGE
• Participated in the formulation, development and implementation of departmental policies and procedures and had 2 people reporting to me

Buyer

• Sourcing of all the goods and services required by the municipality by the use of tender and request for written bid solicitation from suppliers as per the municipal finance management act (MFMA)
• Products and services include uniforms, building materials, road construction materials, parks and recreational facilities equipment and maintenance materials, clinic equipment, furniture and drugs, office furniture, computer equipment and consumables, vehicle spares and services, etc. 
• Purchasing materials using JDE computerized purchasing and stores systems, processing non-stock and stock orders
• Implement the financial regulations (Municipal Finance Management Act) and council procurement procedures (SCM Policy for Municipalities) by ensuring that purchase requisitions comply with financial regulations and non-contract items do not exceed threshold value and monitor the deliberate splitting of orders by user departmentRegularly reviewing supplier’s performance, negotiating better prices, terms of payment, availability and quality to provide service delivery excellence
• Implement the BBBEE (Broad-based Black Economic Empowerment) procurement policy by ensuring the identification and selection of suitable BBBEE suppliers
• Keep abreast of new developments, suppliers, systems and products through constant contact with and visits to suppliers, which also ensures quality control of goods, better pricing, alternative products, discounts and service delivery is of a high standard
• Read technical drawings for various products and order using suitable suppliers that meet specifications and quality standards
• Prepare monthly statistics and reports of activities in purchasing for management meetings.

Stores

• Manage and control central stores and three fuel depots including a staff complement of 7 people
• Development and implementation of departmental procedures for stores
• Co-ordinates monthly stock-take for all stores
• Reconcile stock count and report discrepancies
• Monitors and reviews movement of all stock items
• Ensures minimal or no redundant/obsolete and damaged stock items
• Verify and authorize stores requisitions and inter depot stock movements
• Reduced stock shrinkage from +/- R2m to under R250k in one year, through implementing new processes and procedures to ensure better security in the stores.

• Core functions where to purchase and manage inventory, control shrinkage, monitor and reduce expenses, supervise 4 people 
• Enforced loss prevention policy and awareness on the floor in order to control external shrinkage
• Analyze and measure business trends 
• Implemented new product lines and created strategies to introduce and promote them to customers
• Set standards and modeled behavior for optimum customer service
• Utilized merchandising skills to drive sales through effective merchandise presentations Enhance the customer experience by leading a team of employees in providing strong levels of customer service
• Negotiated with suppliers for better deals on purchases of inventory to achieve higher gross profit and offer competitive prices to customers

• Responsible and accountable for leading, directing and managing duty free operations to ensure consistent high level service quality and customer satisfaction, profitable and cost efficient operations including review and revision of company policies and procedures to support effective and efficient operations 
• Management of staff complement of 15 people
• Increased profitability through effective supplier negotiations and grew gross profit from <15% to +/- 35% per month over a six-month period. 
• Expedited purchase orders by identifying and resolving vendor and shipment problems (clearing agents and customs)
• Developed successful marketing plans including advertising and in store promotions to grow sales and increasing turnover by 200% from +/-$15,000.00 to +/-$45,000.00 per month
• Resolved issue of VAT returns penalty of K25m (kwacha) by eventually arranging a meeting with the then finance minister Mr. Ronald Penza to explain the reason for the non-submission of output VAT due to the nature of our sales being export only (as a result he made a provision for duty free organisations to be exempt from output VAT returns in his next budget speech) 
• Reviewed and revised all staff job descriptions and introduced performance management with measures and targets and incentives for excellent performance 
• Monitor and ensure compliance to safe working procedures by all staff
• Address staff misconduct through disciplinary process in compliance with company code of conduct and country’s labour laws

Achievement in successfully improving performance, sales and profitability is attributed to my abilities and skills to:

• Set goals and objectives
• Delegate
• Provide assistance and support
• Provide a climate for motivation
• Create a supportive working relationship
• Emphasize continuous improvement and development

• Attending to customers on the floor & telephonic enquiries
• Calling on all corporate clients and fleet sales
• Prospecting of new fleet customers
• Average sales of eleven vehicles a month
• Follow-up old and existing customers

• Monthly ordering of vehicles from factory
• Source vehicles required by making enquiries with other dealers and factory
• Source suppliers for vehicle accessories and arrange for fitment
• Purchase accessories and services for vehicles and negotiate price with suppliers to maximize profit on the sale of the vehicle
• Recording of daily sales and profit in daily order control book
• Submit fleet claims and reconcile monthly to ensure payment
• License, register and prepare vehicles for delivery to customers
• Prepare stock report for daily sales meeting with sales manager and staff
• Check vehicles received from factory for defects and damages
• Sourcing of suppliers and negotiating purchases of spare parts and services for recondition used vehicles purchased for used car sales and record costing
• Had 3 staff reporting to me

Creditors Clerk:

• Matching of GRN’s to invoices and process for payment and handle queries
• Data capture and reconciliation’s
• Service Order Buyer:
• Responsible for all workshop service orders as per Purchasing Policy
• Obtain quotations and read drawings and be able to order as per drawing specifications
• Expedite and follow-up orders with suppliers for jobs sent out
• Negotiate price and service delivery levels with suppliers and quality control together with technical team
• Costing of job-cards and handle all related queries
• Stores Clerk:
• Check and receive goods as per delivery notes and code stock items and bin
• Issue goods as per requisitions received and carry out stock take
• Capturing of receipts and issues on computer stock system