Main purpose of the job:

To facilitate the purchasing and receiving of goods bought for Wits RHI projects through the operations department and to develop and maintain effective working relationships with suppliers

Location:

7 Esselen Street, Hillbrow, Johannesburg

Key performance areas:

Source suppliers according to the organization’s criteria and standards
Obtain relevant information and documentation from suppliers
Develop and maintain a preferred suppliers list
Negotiate discounts on volume-based orders and payment terms
Advise suppliers of Wits RHI payment terms and conditions
Maintain a sound working relationship with suppliers
Negotiate contracts and agreements with agencies, providers, and suppliers in conjunction with Wits RHI contracts department
Monitor agencies and provider deliveries and performance
Be informed and comply with Wits RHI, donor, and provider’s requirements
Manage the procurement processes which include but are not limited to procurement, follow-up on payments, petty cash, stock control, meeting and events, special projects, and audits
Oversee purchases of small value items through petty cash
Receive purchase order requisitions, including email requisitions to purchase consumables and/or equipment/assets
Obtain quotations from suppliers according to relevant policies and procedures
Check quotations against individual project budgets prior to orders being placed
Request for duly authorized purchase orders, supporting documentation, and approved invoice
Follow-up on outstanding purchase orders
Place orders timeously and at the best possible price with preferred suppliers
Create Payment requisition vouchers (PMVs) and obtain approved signatures prior to submission to the finance department
Follow up with the finance department to ensure payment
Follow-up with suppliers on delivery of goods
Take delivery of goods and ensure correct per order and in good condition
Check that all documents are accurate and correct i.e. purchase orders, quotations, invoices, payment requisition vouchers (PMVs), and delivery notes, etc.
Provide feedback to stakeholders on consumables ordered/received and ensure relevant documentation is completed
Copy and file relevant documentation and correspondence
Provide inputs into the protocol and other budgets in collaboration with the CRS leader and Finance Department
Direct and coordinate budget and financial activities within the department and scope of operations
Regularly review budgets and financials ensuring cash flow for business objectives within the scope of the operation
Perform petty cash reconciliations daily
To reconcile invoices and participant reimbursement
Reconcile credit card expenditures monthly
Implement an effective Asset Management System and effectively manage Wits RHI assets (i.e., building, vehicles, and equipment) to ensure optimal and cost-effective utilization
Liaise effectively with the Finance Team and Management regarding all financial matters
Participate in and/or facilitate meeting/s when required to ensure financial stakeholder relations are maintained
To oversee facilities and equipment including liaising with service providers for calibrations & repairs
Liaising with the IT department
To ensure occupational health and safety are effectively implemented, maintained, and managed within the Site
To arrange access for external delegates when required
To relieve at reception as and when required
Coordinate and improve administrative processes where possible
Take ownership and accountability for tasks & activities and demonstrate effective self-management
Follow through to ensure that quality and productivity standards of own work are consistently and accurately maintained
Inform relevant parties including the direct line manager in the event of tasks or deadlines not being met and provide appropriate means of resolution
Support and drive the business's core values
Maintain a positive attitude
Respond openly to feedback
Take ownership of own career development
Manage colleagues' and client’s expectations and communicate appropriately
Willing to help others and go the extra mile to meet team targets and objectives
Manage own disruptive emotions (handle stress in ways that do not negatively impact the team)
Maintain a positive and constructive partnership with site staff through constructive feedback, provision of assistance, and active problem-solving
Manage own disruptive emotions (handle stress in ways that do not negatively impact the team)

Required minimum education and training:

Diploma in Supply Chain Management

Required minimum work experience:

Minimum of 3 years of working experience

Desirable additional education, work experience, and personal abilities:

Experience working in a donor-funded organisation/NGO or project-based environment
Intermediate Microsoft Outlook Capabilities
Professionalism, Strong Conflict Management Abilities
Time Management/Ability to Prioritize
High level of Communication Skills
Strong Organisation Skills and Planning
Project Management
High sense of responsibility
Sound Decision Making ability
Understanding of basic accounting and financial acumen
Ability to be assertive but diplomatic

TO APPLY:

Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
Please Apply Online.
Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
The closing date for all applications: 12 April 2024.
Note AJ Personnel is fully POPI compliant.
Note WHC, in accordance with their Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.

Please note:

AJ PERSONNEL is only responsible for the advertising of the advertisement on behalf of their client Wits Health Consortium.
Wits Health Consortium will only respond to shortlisted candidates.
Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.
AJ Personnel does not have any salary or other information regarding the position.

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