Job Description

Job Title

Procurement Contracts Manager

Purpose of the Job

To co-ordinate and manage national procurement contracts and supplier relationships.

Key Performance Areas

Procurement Contract Management

Ensure the end-to-end process of a new contract is managed with the RFP appointment.

Monitor contract compliance.

Obtain input regarding KPIs from internal staff.

Ensure measurement of contractual suppliers are in place (Key Performance Indicators)

Conduct trend analysis from measures and feedback and identify strategies to improve supplier performance.

Ensure all contracts are compliant with legal, regulatory, and internal policies.

Ensure that costing, compliance, and standards are maintained during the entire contractual period.

Monitor Supplier Performance through regular reviews and performance metrics.

Liaise with cross-functional teams to finalise service level agreements.

Procurement Policy

Assist with the implementation of the GRT procurement policy


Contribute to the GRT procurement policy creation.

Provide advice to staff on policy queries.

Promote procurement best practice.

Ensure compliance to ISO9001, 14001 and 18001

Ensure adherence to the policies and escalate to Procurement manager when non-conformances are identified.

Manage the cost effectiveness and centralized procurement processes in line with the procurement policy.

Supplier and Client Liaison

Respond to and resolve internal and external contractual queries and disputes in a required timeframe. If unable to resolve, reassign to relevant person or line manager.

Reinforce compliance to procurement policy to all contractual suppliers.

Coordinate and conduct quarterly meetings with suppliers and internal staff to resolve any areas of risk.

Discuss areas and strategize ways to improve service delivery with the suppliers.

Ensure progress to year-over-year supplier improvement goals.

Maintain relationships and engage with contractual suppliers, ensuring quality, reliability, and competitive pricing overall.

Monitor supplier performance in its entirety and intervene where necessary.

Negotiation

Conduct annual increase negotiations with contractual suppliers to secure favourable output, with emphasis on cost savings, risk mitigation, and performance guarantees.

Updating of Vendor Compliance and Administration

Ensure that all contractual suppliers are loaded on the online system called EFTsure, and all compliance documents are checked on an annual basis.

Ensure all supplier contracts that expired are de-activated on all the systems.

Coordinate, process and send letters to internal and external parties for all contractual amendments, awards, and terminations.

Ensure all documentation, including signed contracts and notification letters, is received back and safely stored for auditing purposes.

Maintenance of Pricing Sheets

Ensure that specification and pricing spreadsheets are maintained and updated monthly or when contractual amendments are processed.

Ensure that prices on amendments and appointments are in line with original RFP negotiated or benchmarked costs.

Ensure that price spreadsheets are in line with payment schedules.

Knowledge

Recognized knowledge of contracts and contractual terms and a property/Facilities Management background is an advantage

Job Specific Skills

Research skills (gathering information on suppliers, comparing prices, staying up to date with industry trends)



Relationship management (building and maintaining strong relationships)



Negotiation skills



Time-management



Strategic thinking



Organizational skills



Knowledge of procurement processes

Competencies

Professional, assertive and driven

Detail oriented

Able to cope under pressure

Team player

Able to prioritize tasks

Exceptional relationship builder at all levels

Intelligent self-starter, showing initiative and ability to work autonomously

Hard worker

Experience

5-7 years working experience

Education

Matric

Recognised qualification in Purchasing and/or Supply Chain Management

Internal Liaison

Various levels within the business

External Liaison

Various levels of external suppliers