Job Description

KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll - Applications submitted through any other platform will not be considered.Duties and responsibilities:
People Management

• Provide positive influence to ensure high levels of morale and business continuity.
• Provide leadership and mentorship to all colleagues including the training of new staff members.

Contract Management

• Administer and review contracts.
• Maintain contract registers and initiate renewals, terminations or extensions in advance.
• Facilitate contract execution by liaising with all stakeholders (departments, UFS attorneys, national and international vendors).
• Plan, process coordinate and administer contractually obligated encumbrance orders.

Operations Support

• Draft and review tender specifications for closed- and open tenders.
• Order equipment for business (UFS) by facilitating the acquisition process which includes:

o Obtaining quotations as per UFS standards, procedures and policies.
o Generating and processing requests for purchase orders.
o Processing and dispatching purchase orders.
o Expediting of outstanding purchase orders.
o Processing invoices for timely vendor payments

• Liaise with service providers to ensure best quality at the best prices for goods and services.
• Conduct comprehensive tender evaluations and drafting of reports.
• Provide advice and consultation to the UFS stakeholders in terms of technology provisioning.
• Handle incoming telephone calls and provide required procurement support as a Procurement Call Centre Agent.
• Coordinate the registration of newly appointed vendors on the UFS vendor register.
• Provide reports on stagnating procurement tickets and orders and then escalate it to the manager if needed.

Relationship Management

• Establish and maintain healthy and professional relationships with function-related stakeholders.
• Ensure clear and effective communication to manage relationships.
• Negotiate better terms with service providers.

Strategic Support

• Participate and contribute to the execution of the divisions strategy and intent.
• Plan, coordinate, execute and report on projects and/or assignments.
• Travel as needed for training purposes and representing the division/department at events/conferences.
• Review data from historical requests and purchase orders to plan and forecast for future events.

Quality Assurance and Control

• Participate in function-related process, procedures and guidelines reviews.
• Introduce and execute service improvement initiatives.
• Monitor vendor performance and report issues to line manager.
• Compile and analyse function-related operational data extracted from the formal management system to

identify trends and inefficiencies (problem areas).

• Ensure all relevant policies, procedures, standards, and guidelines are adhered to.
• Ensure compliance in terms of Purchase Order categorization and purchasing account numbers.
• Monitor Purchase Order status for all created purchase orders by continuous reviews and detecting deviations and/or inefficiencies.

Inherent requirements:

• A three-year National Diploma on NQF Level 6 or bachelors degree/Advanced Diploma/B.Tech degree/Postgraduate certificate on NQF Level 7 in Supply Chain Management/ Finance or closely related field.
• Minimum of one (1) years relevant working experience in IT-related Supply Chain Management.

Recommendations:

• Three (3) to five (5) years experience relating to the duties set out above.
• Understanding of governance practices and management frameworks, especially within higher education and financial environments.
• Knowledge of relevant legal practices and documentation such as POPIA, agreements (license agreements, service level agreements, etc), especially within higher education and financial environments.
• Working knowledge of computer software (Microsoft and Adobe productivity suites).
• Understanding of UFS procurement and finance policies and procedures.
• Understanding of Information Technology.

CompetenciesRequired competencies:

• Results oriented.

- The ability to cope with a frequently changing environment and to adapt to evolving situations.
- The ability to stick with tasks, not give up, and overcome obstacles in completing ones task.

• Strategic thinking.

- The ability to deal with several activities at a time.
- The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.

• Business Acumen:

- The ability to adhere to rules and strictly follow work regulations.
- Proficient in using MS Office.

• Leading.

- The ability to lead, take charge of situations, and offer opinions and directions to others.
- The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

• Building coalitions

- The ability to negotiate, sell, influence and to persuade others.
- The ability to be sensitive and understanding to the needs and feelings of others.Assumption of duties:
As soon as possible.Closing date:
13 February 2025Salary:
The annual remuneration package, including benefits is R388,426.59 R487,479.38 per annum, depending on the budget available for the position, relevant work experience and qualifications.Fringe benefits:
(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.Please ensure that all relevant documentation is attached to your application. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!

• A detailed curriculum vitae and cover letter.
• Copies of qualifications or proof of qualifications obtained (please provide the SAQA accreditation in the case of foreign qualifications).
• A copy of your identity document (SA ID or passport for foreign nationals).
• Proof of registration with a Professional Body (if required).
• A copy of your drivers license (if required).
• Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

Enquiries:
For enquiries, please feel free to contact or email or Additionally, kindly contact for assistance.General:
The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Policy is available at :The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful

University of the Free State