Procurement Officer

KPA 1: Procurement Planning and Sourcing

· Support business units in identifying requirements and planning procurement; advise requestors on procurement methodologies and sourcing strategies; review and validate Terms of Reference (TORs), specifications and requests.

· Obtain quotations and proposals in accordance with thresholds and policies; conduct market research, identify suppliers and facilitate RFQ, RFP and tender processes.

· Assist with supplier evaluations and recommendations; ensure fair, transparent and competitive procurement and monitor lead times for timely delivery.

KPA 2: Procurement Operations and Contract Administration

· Review requisitions for completeness, accuracy and compliance; create and process purchase orders, obtain approvals and dispatch orders.

· Track orders and outstanding deliveries; coordinate receipt and verification of goods and services; maintain procurement schedules and tracking registers.

· Support contract drafting, administration, renewal and termination; monitor deliverables, milestones and expiry dates and maintain contract registers and procurement records.

KPA 3: Supplier and Vendor Management

· Maintain the approved supplier database; conduct due diligence and verification and facilitate supplier onboarding and compliance documentation.

· Monitor performance against agreed service levels, manage supplier relationships, resolve procurement issues and escalate concerns.

· Support supplier performance reviews and evaluations.

KPA 4: Travel, Events and Logistics Coordination

· Coordinate travel bookings, accommodation and transport for programme activities; obtain cost-effective quotations in accordance with policy.

· Coordinate venue bookings and logistics for workshops, meetings, conferences and stakeholder engagements; liaise with service providers to ensure successful events.

· Fulfil logistical requirements within approved budgets and maintain travel and event expenditure records.

KPA 5: Administration and Facilities Support

· Provide administrative support to the Programmes Department; coordinate meeting schedules and logistics and prepare agendas, minutes and action registers where required.

· Manage filing systems and document repositories and ensure proper storage, archiving and retrieval of documentation.

· Assist with facilities projects and office support; coordinate office equipment and facility maintenance requests.

KPA 6: Compliance, Governance and Risk Management

· Ensure compliance with Higher Health Procurement Policies and Procedures, donor requirements, contractual obligations and relevant legislation.

· Maintain procurement audit trails and supporting documents; identify risks, escalate non-compliance and participate in internal and external audits.

· Support procurement controls and risk mitigation; promote ethical procurement and conflict-of-interest management.

KPA 7: Reporting, Record Management and Continuous Improvement

· Maintain procurement databases, supplier records and registers; prepare monthly, quarterly and ad hoc reports.

· Analyse procurement trends and expenditure patterns and monitor procurement performance indicators.

KPA 8: Fleet Management

· Coordinate servicing, maintenance and repairs through approved providers; monitor utilisation, operating costs, fuel consumption and incidents and submit monthly fleet reports.

· Ensure valid driver licences and compliance with the Fleet and Vehicle Management Policy; monitor logbooks, trip records and incident reporting and promote road safety and responsible vehicle use.

· Keep vehicle licences, registrations and insurance current; maintain an accurate fleet register and audit-ready records; ensure compliance with traffic legislation and fleet procedures and identify, assess and mitigate risks and recommend improvements.

Requirements

Qualifications

· National Diploma or Degree in Supply Chain Management, Procurement, Purchasing Management, Business Administration, Finance, Accounting or a related field.

· Professional procurement certification will be advantageous.

Experience

· Minimum of three (3) years’ experience in procurement, supply chain, purchasing or administration.

· Experience managing procurement processes from requisition to payment.

· Experience coordinating travel, events and logistical arrangements.

· Experience working within policy and compliance-driven environments.

· Experience maintaining procurement records and supplier databases.

Structural Positioning

· Shared-service position within the Operations unit.

· Reporting line: To be confirmed; the profile names both the Procurement and Fleet Manager and the Director of Operations.

Benefits

5% of CTC - Medical Aid

5% of CTC - Retirement Annuity

1,77% of CTC - Group Life