Procurement Officer

In brief

**Overview** This role is for a Procurement Officer at ERWAT - Ekurhuleni Water Care Company. The position is responsible for coordinating and controlling all aspects of procurement and purchasing, ensuring strict adherence to laid-down guidelines, procedures, controls, and relevant legislation. The role involves extensive interaction with internal departments and external suppliers, managing the full lifecycle of orders, contracts, and quotations, and ensuring compliance within a public sector supply chain environment. **What you will do** * **Documentation and procedural applications:** * Coordinate and control the application of procedures for procurement and purchasing sequences to ensure compliance with guidelines, procedures, and controls during requisition and order processing. * Interact with personnel across various end-user departments regarding specific requirements and priorities. * Process information onto the system in accordance with requisitions and requests, including allocating order numbers. * Print and obtain necessary approval for orders and issue orders to the supplier and the user department. * Screen RFQ/tender requests for authorization, brand names, splitting of requirements, compliance with SCM policies, laws, and regulations, budget availability, correct commodity allocation, and evaluation criteria; capture FPQ and tender notices. * Open tenders or FPQs and complete bid opening forms. * Assist with capturing administrative compliance; peruse evaluation processes/reports relating to RFQs and formal tenders when required. * Communicate with the immediate superior on the status of specific orders and possible steps for emergency orders. * Follow up on outstanding deliveries based on placed orders upon request from the end-user department or supervisors. * Liaise with the creditors department and end-user department to facilitate payment to suppliers. * Act as an entry point for Request for Proposals (RFPs) from vendors/suppliers regarding their products, prices, and service delivery standards. * Communicate the requirements of ERWAT’s policies to end users and suppliers. * Keep records of all FPQs and documents in storage, including both successful and unsuccessful bidders. * Assist with internal and external audit requirements. * Run CSD reports as and when required. * Capture new vendors on the system and keep records of vendor documents. * **Non-routine functions:** * Attend briefing sessions at head office. * Participate in discussions at site meetings with Contractors. * Perform market research of ERWAT goods and services upon request. * Liaise with contracts management to ensure correct application of contract management principles. * Visit premises of business short-listed or preferred suppliers to assess their capability. * Serve as a Secretariat or Member in Bid Specification Committee and/or Bid Evaluation Committee. * Assist with the preparation of Reports for Committees. * Serve as Bid Adjudication Committee Secretariat when required. * Support Specialist during negotiation with suppliers. * **Management of Orders Contracts and FPQs:** * Communicate and establish the capacity and capability of suppliers to meet specific requirements, ensuring suppliers/vendors satisfy order requirements and delivery deadlines. * Obtain quotations in accordance with guidelines stipulated in the Procurement Policy and procedures. * On FPQs, evaluate submissions (with/without user representative) and recommend a supplier complying with relevant laws, regulations, and criteria. * Process orders with suppliers and ensure their understanding. * On contracts, process orders from quotations, requisitions, job cards, and Bills of Quantities (BoQs). * Handle ad-hoc emergency orders to prevent production/repair/project delays. * Ensure order terms and conditions are appropriate for the items ordered. * Procure outstanding requisitions to ensure delivery or re-ordering of equipment. * Check quoted prices and specifications against requisitions/requirements. * Interact with supplier representatives and resolve aspects pertaining to quality, discounts, and delivery lead times. * Obtain samples of alternative/substitute products for departmental approval. * Establish order status through to delivery and communicate issues (short delivery, damages) once informed by the end-user department. * Communicate situations where insufficient budget is available for an order. * Provide regular reporting on procurement activities, including updating the procurement tracker. * Advise on orders/procurement that are not economical, efficient, and effective. * **Monitoring and Compliance:** * Conduct performance checks, including formal written evaluation reports, to confirm compliance with the SCM Policy, Procedures, and applicable Laws and Regulations. * Verify attached and completed Declaration of Interest forms (MBD forms). * Confirm municipal accounts are not in arrears for more than 90 days. * Ensure bidder's tax matters are compliant with SARS. * Confirm functionality compliance has been fairly performed based on the buyer's technical knowledge. * Screen BBBEE certificates for validity. * Ensure price point scoring and BBBEE contributor status level points are correctly added. * Verify supplier registration on the CSD. * Confirm the highest scoring bidder attended mandatory briefing sessions. * Confirm the highest scoring bidder submitted all mandatory information. * Complete and maintain a register of tenders received to confirm timely receipt of the highest scoring quote. * Before ordering, ensure procurement aligns with land, spend analysis, and valid contracts. * Confirm requested items are included in the bill of quantities at specified prices. * Communicate any non-conformance with specifications, service standards, quality, or contract terms to the Specialist for rectification. * Proceed with the transaction if the supplier confirms compliance. * **Reporting and Recordkeeping:** * Perform specific administrative tasks to ensure reporting requirements and deadlines are met. * Resolve queries on pricing/discounts by referring to and making available necessary supporting documentation. * Prepare and store documentation for audit purposes, including maintaining a register of FPQs and original opening forms. * Scan and load orders with supporting documents onto the shared drive to enable payment. * File supplier documentation for audit trail. * **Stakeholder Relations:** * Build professional relationships with suppliers to promote maximum availability of equipment and efficient service. * Build professional relationships with customers/SCM stakeholders and end-user departments. * Attend to all internal and external audit queries and respond within set timelines. **Requirements (from the original advert)** * **Minimum qualifications required:** * National Diploma in Purchasing or Supply Chain or Internal Auditing or Accounting or equivalent NQF Level 6. * **Minimum operational experience required:** * 5 years' experience in Purchasing or Supply Chain Management within the public sector. * Knowledge and exposure in a Procurement or Finance System (i.e., SAP, e-Venus, Solar). * Experience in Municipal Finance Management Act (MFMA) within a Municipal Supply Chain environment. * **Advantages:** * Experience in participating in Bid Committees. * Experience as a Secretariat in Bid Committees. **Who should apply** The ideal candidate for this Procurement Officer role is an individual holding a National Diploma (NQF Level 6) in Purchasing, Supply Chain, Internal Auditing, or Accounting. They must possess a minimum of five years' experience in Purchasing or Supply Chain Management, specifically within the public sector. Essential qualifications include practical knowledge and exposure to a Procurement or Finance System (such as SAP, e-Venus, or Solar), and experience with the Municipal Finance Management Act (MFMA) within a municipal supply chain context. Candidates with prior experience participating in or serving as a Secretariat in Bid Committees are considered advantageous. **Deadline** Not specified **Reference** Original posting: https://www.myjobmag.co.za/job/procurement-officer-erwat-ekurhuleni-water-care-company Source: myjobmag

Summary drafted with AI assistance from the original advert. The advert itself is the authority — how we use AI.

At a glance

• SAP

Extracted automatically from the advert; confirm requirements on the original listing.

Job description

Before you apply

• Confirm the requirements and closing date on the original listing (myjobmag). SPANi lists vacancies from other sites and may not reflect last-minute changes.
• Legitimate employers do not charge application, registration or training fees.
• Don't send your ID or bank details before you have confirmed the employer is real.

How to spot a job scam

Before you apply

• Read the full advert and confirm you meet the minimum requirements before applying.
• Tailor your CV headline and most recent experience to the job title and key skills.
• Note the closing date and reference number, and keep a copy of what you submit.
• Apply only through the employer or job board link — never pay to apply.