Chief Administrator Lev 1: Buyer - Transnet

Position Purpose:

To ensure the optimum procurement and delivery for Division’s goods and services with due consideration for timeousness, cost effectiveness, correctness of quantities, to specifications/quality and aligned to the relevant Transnet policies and procedures.

The incumbent will be responsible for implementing and bedding down the Division’s Procurement strategy, by ensuring the use of correct procurement processes, governance and tools, to ensure the optimal total cost of ownership of goods and services is realised within compliance requirements.

Position outputs:

• Communicate with internal customers to ensure clear understanding of their needs, including level of urgency as well as keep them updated on a regular basis on the progress of their requirements.

• Serve as the central contact point for supplier and end user queries and ensure that queries are addressed in a satisfactory and timeous manner.

• To ensure that the required key Financial Controls of the Procure to-Pay (P2P) process are enforced within the Division. To align with auditors and resolve audit findings in regards to the process and to ensure that there are no repeat findings. To escalate non-compliance issues to the appropriate bodies;

• To provide 1st Line SAP MM Super User support, which includes but not limited to, training of users on SAP, 1st line fault resolution and serving as the interface between the SAP Competency Centre and end users. Ensure that system improvements are logged, tested and followed through;

• Ensure administrative functions to procure goods and services are correctly executed in accordance with approved Business Critical Activities/Control Framework, approved Commercial Framework and Procure-to Pay (P2P) processes;

• To provide sourcing support on pre-determined commodities. To conduct and support the Procurement Manager with sourcing events;

• Create purchase orders on SAP; meet planned delivery dates; source new products and suppliers including BBBEE suppliers: ensure suppliers are aware of Transnet’s procurement policies andprocedures; evaluate suppliers performance; self-management via exception reporting and recommend appropriate action to rectify;

• Monitor and ensure goods and services are delivered correctly, timeously, and ensure that expediting and follow-up of purchase orders are effected regularly or as required;

• To provide training, support and guidance to internal customers (P2P end users), with regards to policy, process and procedures.

• Monitor the purchasing patterns (low value order purchasing);
• Monitor the Variation Orders (Invoice Vs Purchase order) and recommend for approval;
• Ensure maximum utilisation of material master (report and correct unacceptable descriptions on the requisitions); Run and analyse the following reports and maintain the control documents (Control Framework)

• Purchase Orders that do not reference to the SAP requisitions.
• Retrospective Purchase Orders
• None-Purchase order transactions
• Vendor Master Change
• Outstanding Purchase orders
• Outstanding requisitions (edited & unedited)
• Purchase Orders between R1.00 to 2 millions
• Update procedures and policies as required (in line with Transnet wide procedures

Qualifications & Experience:

• Grade 12 / Senior Certificate is required;
• Certificate in logistics / Supply chain management / Financial / Commercial or similar
• At least 3 years’ relevant work experience preferably in a supply chain function.

Competencies:

Skills Required:

• Good written and verbal communication.
• Business acumen.
• Teamwork and interpersonal skills.
• Communication skills.
• Strong ethical conduct.
• Influencing skills.
• Good understanding of BEE and SMME in SA.
• Attention to detail
• Time management – capable of meeting tight deadlines
• Financial Control implementation
• Responsible and accountable
• Customer focus and service orientated
• Problem solving, initiative and proactive
• Sense of urgency and goal orientated
• Able to work under pressure

Knowledge:

• Sound knowledge of Public Sector Supply Management legislation and regulations;
• In-depth knowledge of all BBBEE legislation and Regulations that affect procurement spend including but not limited to the DTI Codes of good practice;

• In-depth understanding of BEE and SMME lanscape in SA;
• Thorough working knowledge of SAP
• Thorough knowledge of Transnet Control Framework, Procurement Procedures Manual (PPM) and P2P processes
• Sound knowledge of Supply Chain Management processes and systems;

Competencies Required:

Anchoring the Transnet Way

• Is a conceptual and analytical thinker
• Is results focused
• Is courageous
• Is resilient
• Is emotionally intelligent
• Is an excellent communicator and regulatorLeading the Transnet Way
• Is visionary and inspiring
• Is strategic
• Is collaborative
• Is innovative and entrepreneurial

Has impact and influence

• Is a change agentManaging the Transnet Way
• Optimises business performance
• Manages finances
• Manages people & teams
• Delights customers
• Manages programs, projects & contracts
• Manages risk and complianceSustaining the Transnet Way
• Empowers and develops others
• Is inquisitive and develops self
• Manages and shares information
• Role models the culture and values
• Embraces diversity
• Has the right skills