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Procurement Officer (X3)

Procurement Officer (X3)

Development Bank of Southern AfricaZA
6 days ago
Job description

Job title : Procurement Officer (X3)

Job Location : Gauteng,

Deadline : December 03, 2025

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Job Description

  • The role is responsible for managing the procurement cycle through delivering effective and efficient procurement of goods and services (new requirements, contracted and non-contracted). Monitor and manage compliance with procurement policies, procedures and agreements in place. Facilitate the DBSA procurement objectives and targets through compliance with strategy and application of policies and procedures.

    • Key Responsibilities

    KEY PERFORMANCE AREAS :

    Planning and Standards

  • Disseminate procurement policies, procedures, processes, templates, delegations, and performance metrics to build awareness and promote understanding.
  • Train and equip business units to effectively manage or participate in procurement processes, including quotation and tendering activities.
  • Engage Business Managers to identify upcoming work and determine support requirements from the Supply Chain Management (SCM) Unit.
  • Plan and coordinate work schedules and timelines to align with sourcing and business demands.
  • Collaborate with business units to identify and plan for non-contracted spend through the RFQ / RFP process.
  • Conduct detailed analysis of procurement transactions (spend data) to identify trends, off-contract spend, policy deviations, and compliance gaps for improved planning, risk management, and reporting.
  • Support the SCM Unit in contributing to the successful delivery of the Division’s financial strategy and operational objectives.

    • Technical Support and Value Management

  • Support the financial division in delivering on the key business imperatives pertaining to cost containment, innovation, productivity and business relevance.
  • Work with the appropriate business unit managers to understand their operational plans, sourcing requirements, budgets, service standards and targets (cost, transformation, etc.).
  • Develop and maintain the demand pipeline and sourcing plan for the business.
  • Conduct relevant research and maintain business intelligence to support effective solutions, advice and decision making for business.
  • Lead and guide decisions on consolidation, rationalisation and relevance of services in line with changing business requirements and alignment to strategic imperatives such as cost containment.
  • Support business units with drafting specifications / requirements for quotes and tenders.
  • Support the tender unit and business with analysis of quotes and tender documentation / submissions
  • Negotiate prices, terms and conditions with suppliers and deliver savings targets to the Bank.
  • Provide integration and support to internal business units, decentralised operations and related partners / agencies pertaining to supply chain activities.
  • Facilitate training and awareness sessions for staff involved in supply chain processes to ensure understanding, compliance, and effective participation.
  • Support the SCM team and division during peak demand periods, staff shortfalls and ad-hoc project-related requirements.
  • Support the Bank and the SCM team in delivering innovative solutions to improve productivity, service levels and contribute to cost containment.

    • Procurement Execution

  • Procure goods and services to meet user requirements as per agreed service levels.
  • Manage and administer Request for Quotation process in line with policy, delegations and SLA
  • Manage and administer end-to-end Request for Proposal process in line with policy, delegations and SLA.
  • Manage and administer the order process in line with policy, delegations and SLA.
  • Manage and administer Order expediting and fulfilment.
  • Communicate contract award and impact to BU (stakeholders and change management).
  • Liaise and support with Legal and other relevant officials for the purposes of negotiation and contracting.
  • Maintain accurate records and files (manual & electronic) of all the quotation / tender data.
  • Maintain full compliance with defined policies, procedures, regulations and standards.
  • Address transactional queries, gaps in information, incorrect postings, GL, Material Groups, etc., when review and releasing PR and PO's.
  • Monitor transactional data for the purposes of identifying and expediently resolving deviations and risks to business and policy compliance.
  • Prepare analysis, comparative schedules and recommendations to RFQ / RFPs for business unit consideration and decision making.
  • Guide and assist business unit decision-making and solutions supported by credible market research and industry practices.
  • Prepare quality reports and documentation for SCM consolidation and reporting.
  • Support supplier performance management by tracking the level of compliance with orders placed with suppliers.
  • Monitor supplier performance data with business units.
  • Assess and resolution of supplier queries.
  • Resolve errors on requisitions and purchase orders as required.
  • Investigate and address supply non-conformances - administering product defects and recalls.
  • Review and action open Requisitions and Purchase Orders as per the SLA.
  • File / archive all source documents about each transaction (these must be complete, accurate and accessible).
  • Monitor price increases and communicate changes as necessary.
  • Contribute to items master development (catalogue and supplier).
  • Ensure compliance with Procurement policies and procedures.
  • Implement, monitor, report and manage attainment of procurement metrics / SLA.
  • Support the team and Division with accessing and making available information timeously to Auditors and management in the correct format, content, completeness and accuracy.

    • Reporting

  • Report process performance against SLA and on procurement lead times.
  • Open Requisition lead-time (weekly).
  • Open Order lead-time (weekly).
  • Open GRV’s (weekly).
  • Supplier payment lead times (weekly).
  • Report on deviations (weekly) :
  • retrospective transactions.
  • deviations from the process.
  • single source.
  • Provide a monthly report on RFQ’s and closed tenders.
  • Maintain trend analysis on procurement transactions (spend information) – report on non-contract spend, spend off contract and include recommendations to inform sourcing pipeline.
  • Prepare reports (SCM dashboard) for discussion with Business Units (Divisions) - as per the SCM
  • Dashboard (monthly).

    • Key Measurement Outputs

  • Procurement of quality goods and services at the best possible price and with policies.
  • Timely and accurate reporting.
  • Effective and efficient procurement and expediting of goods and services as per the service level agreement.
  • Performance management as per the service level agreement.
  • Supporting the transformation strategy.
  • Effective compliance with all governance requirements.
  • Effective, accurate and complete records management for audit purposes.
  • Clean audit.

    • KEY INTERNAL LIAISON RELATIONSHIPS :

  • Other Professionals in the SCM Unit.
  • Internal Clients and their representatives.
  • Technical Specialists.
  • Legal Unit – contracting, contract administration.
  • Internal Audit – governance.
  • Finance Unit - financial risk analysis, supplier payments.

    • KEY EXTERNAL LIAISON RELATIONSHIPS :

  • DBSA Clients - management of SCM performance against MOU.
  • Office of the AG – audits and governance.
  • DBSA suppliers and service providers
  • National Treasury – reporting and governance.

    • Expertise & Technical Competencies

    QUALIFICATIONS & EXPERIENCE

    Minimum Requirements :

  • Bachelor’s degree in Business, Engineering or Supply Chain Management related discipline with strong procurement / sourcing expertise.
  • A minimum of 5 years’ experience in tender management and / or infrastructure procurement.
  • Experience in professional service providers' procurement for construction and allied industries.
  • Exposure to supply chain management within the government environment is a minimum requirement, subject to the experience of the candidate.
  • A strong career track record in managing the supply chain management function within a large, complex organisation with multidimensional businesses for a minimum period of 3 to 5 years.
  • Strong understanding of and commitment to good corporate governance, supply chain management regulations and laws and other regulatory requirements, including the PFMA.
  • Working experience with the SAP Procurement module or a similar ERP system.
  • Detailed working knowledge of the PPPFA, supply chain regulations from the National Treasury, and BBBEE
  • MS Office proficient.

    • Desired Requirements :

  • Member of the Chartered Institute of Purchasing and Supply (CIPS) Level 4.
  • Experience in Construction / Infrastructure procurement.
  • Store Keeping / Procurement  jobs
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