The main purpose of this position is to direct, manage, compose, coordinate, administrate and distribute contract documentation for procurement of goods and services falling within the scope of the Procurement office function, in particular those contracts related to tender activities at the University.
This person is part of the management team of the Central Procurement department.
Key responsibilities include :
Responsible for Managing, co-ordinating, composing and finalising contract related documents for Procurement activities including tenders
Responsible for Ensuring that the Procurement functions and processes are compliant with respect to relevant legislation and regulations and to provide expert guidance, advice and service pertaining to legal matters related to the Procurement function.
The incumbent is expected to be a knowledge expert pertaining to these legislations.
Liaising with the University’s Legal office with respect to legal matters pertaining to the Procurement function and the setting up of standard contracts / templates..
Responsible for composing and maintaining standard templates for the operational and tendering function. This includes the business case, operational tender templates and templates related toRFI (Request for Information), RFP (Request for Proposal), EOI (Expression of interest),RFQ (Request for Quotations) and applicable SLA (Service Level agreements) functions.
The incumbent needs to ensure consistency of contractual elements related to tenders.
Responsible for managing accelerated procurement processes and ensuring terms and conditions are appropriately structured and that the request complies with relevant rules, policies and procedures.
To review tender related documents, policies and procedures.
To assist with business case compilation when required and perform a mentoring function with respect to contract management, scope of work, risk profiling and business case compilation.
The incumbent is expected to liaise with the various departments / clients within the University.
To form a key role with respect to supplier negotiations related to the procurement functions of the University.
Responsible for assisting the Head of department in the identification and management of procurement related risks or audit findings.
Bachelor’s degree-preferably LLB / BProc or BCom Legal with a minimum of two (2) years of related post articles work experience;
Relevant legal qualification with a minimum of 10 years’ experience in the legal field and contract drafting experience of at minimum 5 years.
Knowledge expert and Understanding of Procurement and tender processes and procurement related legislation (at minimum 3-5 Years’ experience)
Drafting procurement related contracts acquisition of goods / services (at minimum 3-5 years’ experience)
Ability to engage with high-level stakeholders / governance structures;
Excellent business writing and document management skills;
Ability to work quickly and under pressure to meet changing deadlines;
Excellent computer and information gathering, analysis and management skills.
Excellent verbal and written communication skills with excellent command of the English language
Willingness to work as part of a team when required and independently
Accuracy and great attention to detail
Strong administrative, interpersonal and listening skills
Excellent negotiation and persuasion skills at all intra- and inter-company levels
Process and results oriented : highly organisational, methodical, meticulous, logical and thorough
Ability to work under pressure and ability to respond quickly to internal external requests
Strong contract knowledge & composition skillset with contract management exposure
High level of personal motivation, confidence, proactive and self-managing / -starter and self-motivator initiative, diplomacy, time management, creativity and decisiveness;
Understand business and procurement protocols
Skills transferor & mentor
Computer literate including extensive experience with document management and editing software
Need to have working knowledge and understanding of the purchasing function and procure to pay process
The following will be advantageous :
Knowledge of the higher education environment
Understanding of the donor environment, both nationally and internationally.