Procurement Officer Pretoria - Pretoria
Pact World
The Procurement Officer will support the overall administration function of the Procurement and delivery of Learner books and Educators guides in 7 Provinces across SA. S/he will support the Activity with core administrative functions, operations and finance, by assisting with preparing documents, providing procurement support, meeting coordination, minute-taking and scheduling, maintaining filing system (paper and electronic). In addition, s/he will be responsible coordinating meeting details with key stakeholders for their visits and other support services as necessary, while ensuring compliance with organizational terms, procedures, systems and policies. S/he will work closely with the US-based Procurement Director, and others to provide administrative and procurement support to senior level staff, while supervising all office management duties. The Procurement Officer will effectively interact with a diverse staff and clients, engage a member of a team, accept feedback, troubleshoot questions or problems and seek help, supervision and support as needed. This position is located in Pretoria, South Africa and reports to the Finance and Operations Director. This position will maintain close communication relationships with Pact Head office staff who support and oversee the project. Prepare and maintain Activity dashboard. Take minutes at Activity meetings and share with relevant stakeholders. Manage and maintain the filing system (electronic and paper). This includes filing the final versions of activity materials on the Pact server and SharePoint site, on a monthly basis. Ensure that the filing system is up-to-date and accurate at all times. Provide the latest versions of Activity documents when requested to. Conduct market research to identify potential suppliers of goods/services, gather market pricing and prepare advertisements for placement of solicitations in newspapers and on web sites. Prepare and issue procurement documents such as request for quotations, analyse quotations, conduct the reference check process, and issue local purchase orders in accordance with the project's policies and procedures. Supervise and document the receipt of goods/services purchased, ensure procurement files are up-to-date, and follow up with suppliers for tax and other documentation as required Develop and maintain a register of preferred vendors in each of the provinces that Pact works in. Ensuring that the eligibility matrix for suppliers is developed and reviewed. Ensuring that all suppliers submitted are captured for evaluation. Bachelor's degree in supply chain or Logistics or related fields. With 3 years' experience in Procurement. OR National diploma in Supply Chain or logistics or related fields with 5 years' experience in Procurement. Good understanding of procurement processes, accounting and supply chain management Good working knowledge of Microsoft Word, Excel, Outlook and PowerPoint A customer service-oriented individual with ability to deal with all service providers A strong team player with good interpersonal skills Ability to perform under extreme pressure and take initiative in resolving problems Ability to work independently in a high profile, fast-paced and multi tasked environment Previous experience in NGO's will be preferable.
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