Procurement Officer - Gauteng, Johannesburg, South Africa - Wits Health Consortium

    Wits Health Consortium
    Wits Health Consortium Gauteng, Johannesburg, South Africa

    3 weeks ago

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    Full time
    Description

    Wits Health Consortium's job vacancy, Career and Recruitment

    Job title : Procurement Officer jobs in Gauteng

    Job Location : Gauteng, Johannesburg

    Deadline : April 12, 2024

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    Advert reference number: UM

    Main purpose of the job:

    To facilitate the purchasing and receiving of goods for Wits RHI projects through the operations department and to develop and maintain effective working relationship with suppliers.

    Key performance areas

  • Source suppliers according to the organisation's criteria and standards.
  • Obtain relevant information and documentation from suppliers.
  • Develop and maintain a preferred suppliers list.
  • Negotiate discounts on volume-based orders and payment terms.
  • Advise suppliers of Wits RHI payment terms and conditions.
  • Maintain sound working relationship with suppliers.
  • Negotiate contracts and agreements with agencies, providers, and suppliers in conjunction with Wits RHI
  • contracts department.
  • Monitor agencies and provider deliveries and performance.
  • Be informed and comply with Wits RHI, donor, and provider's requirements.
  • Manage the procurement processes which includes but is not limited to procurement, follow up on payments,
  • petty cash, stock control, meeting and events, special projects, and audits.
  • Oversee purchases of small value items through petty cash.
  • Receive purchase order requisitions, including email requisitions to purchase consumables and/or
  • equipment/assets.
  • Obtain quotations from suppliers according to relevant policies and procedures.
  • Check quotations against individual project budgets prior to orders being placed.
  • Request for duly authorised purchase orders, supporting documentation and approved invoice.
  • Follow-up on outstanding purchase orders.
  • Place orders timeously and at the best possible price with preferred suppliers.
  • Create Payment requisition vouchers (PMVs) and obtain approved signatures prior to submission to finance
  • department.
  • Follow up with finance department to ensure payment.
  • Follow-up with suppliers on delivery of goods.
  • Take delivery of goods and ensure correct per order and in good condition.
  • Check that all documents are accurate and correct i.e. purchase orders, quotations, invoices, payment
  • requisition vouchers (PMVs), delivery notes etc.
  • Provide feedback to stakeholders on consumables ordered / received and ensure relevant documentation is
  • completed.
  • Copy and file relevant documentation and correspondence.
  • Provide inputs into protocol and other budgets in collaboration with the CRS leader and Finance Department.
  • Direct and co-ordinate budget and financial activities within the department and scope of operations.
  • Regularly review budgets and financials ensuring cash flow for business objectives within the operations scope.
  • Perform petty cash reconciliations daily.
  • To reconcile invoices and participant reimbursement
  • Reconcile credit card expenditures monthly.
  • Implement an effective Asset Management System and effectively manage Wits RHI assets (i.e., building,
  • vehicles, and equipment) to ensure optimal and cost-effective utilisation.
  • Liaise effectively with the Finance Team and Management regarding all financial matters.
  • Participate in and/or facilitate meeting/s when required to ensure financial stakeholder relations are
  • maintained.
  • To oversee facilities and equipment including liaising with service providers for calibrations & repairs
  • Liaising with IT department.
  • To ensure occupational health and safety effectively implemented, maintained, and managed within the Site.
  • To arrange access for external delegates as when required.
  • To relieve at reception as and when required.
  • Coordinate and improve administrative processes where possible.
  • Take ownership and accountability for tasks & activities and demonstrates effective self-management.
  • Follow through to ensure that quality and productivity standards of own work are consistently and accurately
  • maintained.
  • Inform relevant parties including direct line manager in the event of tasks or deadlines not met and provides
  • appropriate means of resolution.
  • Support and drives the business' core values.
  • Maintain a positive attitude.
  • Respond openly to feedback.
  • Take ownership for own career development.
  • Manage colleagues and client's expectation and communicate appropriately.
  • Willing to help others and go the extra mile to meet team targets and objectives.
  • Manage own disruptive emotions (handle stress in ways that do not negatively impact on the team).
  • Maintain a positive and constructive partnership with site staff through constructive feedback, provision of
  • assistance and active problem solving.
  • Manage own disruptive emotions (handle stress in ways that do not negatively impact on the team).

    Required minimum education and training.
  • Diploma in Supply Chain Management.

    Desirable additional education, work experience and personal abilities
  • Experience working in a donor funded organisation / NGO or project-based environment.
  • Intermediate Microsoft Outlook Capabilities.
  • Professionalism, Strong Conflict Management Abilities.
  • Time Management/ ability to Prioritize.
  • High level of Communication Skills.
  • Strong Organisation Skills and Planning.
  • Project Management.
  • High sense of responsibility.
  • Sound Decision Making ability.
  • Understanding of basic accounting and financial acumen.
  • Ability to be assertive but diplomatic.

    Required minimum work experience.
  • Minimum 3 years working experience.

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