Job Purpose

• To manage the administrative, operational and governance functions, as well as coordinating the strategic and performance plan of the Chief Procurement Office. Coordinate the interface between the Office, internal and external stakeholders on matters requiring attention of the Chief Procurement Officer

Education and Experience

Minimum Qualification & Experience Required

• Bachelor’s degree in Business Administration or Management / Advanced Diploma in Project Management at NQF 7 AND 8-10-years’ experience in office management / project management of which 3-4 years is at a junior management level.

ALTERNATIVE

• Senior Certificate (NQF 4) AND 15 years’ experience in Project Management and Business Administration of which 3-4 years is at a junior management level.

Minimum Functional Requirements

• Project Planning: Define project objectives, create detailed project plans, and establish timelines and milestones to guide the project from initiation to completion.
• Team Leadership: Assemble and lead project teams, ensuring effective communication and collaboration among team members. Resolve conflicts and motivate the team to achieve project goals.
• Budget Management: Develop and manage project budgets, ensuring resources are allocated efficiently and costs are controlled throughout the project lifecycle.
• Risk Management: Identify potential risks and develop mitigation strategies to minimize their impact on project outcomes.
• Stakeholder Communication: Serve as the primary point of contact for stakeholders, providing regular updates on project progress, challenges, and changes.
• Quality Assurance: Ensure that project deliverables meet the required quality standards and align with stakeholder expectations.

Job Outputs:

Process

• Act as the bottom-line drivers of tactical implementation within the context of business unit excellence and performance improvement. (I)
• Direct, control, coordinate and optimise budgeted resources to meet specific objectives and deliver agreed results and productivity requirements. (I)
• Ensure the development and implementation of a practice in alignment with operational policy and procedural frameworks. (I)
• Implement tactical strategy and delivery plans through the development of operational activities, ensuring the achievement of operational targets. (I)
• Plan for handling work outputs, pull together interdependent activities and specify priorities, standards, and procedures to ensure tactical implementation. (I)
• Provide periodic reports on performance against plan & progress on short-term initiatives & use to realign tactical plan and objectives appropriately. (I)
• Recommend changes to optimise processes, systems, policies, and procedures, and execute the Unsupported image type. Unsupported image type. implementation of change and innovation initiated by the organisation. (I)
• Timeously communicate top-down policy modification, objective achievement progress, and critical success factors to impacted stakeholders. (I)
• Use the insights gained through integrated business reports to measure success and realign tactical strategy implementation objectives appropriately. (I)
• Provide support to the Chief Procurement Office in preparation for internal and external meetings, including presentations.
• Conduct quality assurance inspections across teams to ensure that all work conducted is on standard and comply with defined processes and procedures.
• Drive projects carried out by the Chief Procurement Officer office through the application of effective project management principles.
• Ensure efficient and effective follow-through and quick turnaround times for query resolution, meeting of deadlines and electronic correspondence.
• Develop, implement, and monitor a new reporting ethos that focuses on standardisation and uniformity.
• Ensure effective functioning of the office with emphasis on the administrative documentation and management support side.
• Co-ordinate information concerning progress and programs of various management committees and other relevant internal stakeholders.
• Ensure that divisional impacts have been explored and all risks (internal and external programmes) have been identified and mitigation strategies developed.
• Draft responses regarding more complex issues for internal and external stakeholders.
• Provide professional input and support in preparing reports for the Commissioner and/or Minister and/or
• Regional Director as well as divisional reports, submissions, and approvals.
• Prepare and co-ordinate submissions for quarterly and periodic reporting with the responsible portfolio committees, steercoms, etc.
• Provide quality assurance for divisional reports, as well as taking minutes for divisional meetings.
• Provide strategic support to the Chief Procurement Office on the day-to-day office management.
• Prepare and manage all reports, correspondence, and documents for the Chief Procurement Office, including the monitoring of the document management system.
• Ensure effective relationship and liaison between the Office of the Commissioner and/or Chief Procurement Office.
• Provide support in dealing with ad hoc requests as they arise e.g. interviews, submissions, offer letters etc.
• Research, analyse and compile comprehensive documents/presentations, as required.
• Manage the risk register and coordinate Audit processes on behalf of the Chief Procurements Officer

Governance

• Implement governance, risk, and compliance policy in own practice area to identify and manage governance and risk exposure liability. (I)
• Manage and or advise on the translation and application of policy in a specific functional area. (I)

People

• Develop and implement appropriate people capacity plans in line with delivery and efficiency targets, on budget and in partnership with specialised area. (I)
• Plan and implement enhanced organisational efficiency by identifying and addressing development requirements and providing tools for people resources. (I)
• Translate performance expectations into specific metrics and goals to identify and provide effective services, solve problems, and achieve objectives. (I)

Finance

• Draw up a budget aligned to tactical delivery plans, monitor planned vs. actual, minimise expenditure and report on cost efficiency. (I)
• Implement and monitor financial control, management of costs and corporate governance in area of accountability. (I)

Client

• Build strong relationships and implement service level agreements that promote SARS with internal and external stakeholders. (I)
• Develop and ensure implementation of practices which builds service delivery excellence and encourages others to provide exceptional client service. (I)
• Manage an integrated service excellence culture, which builds rewarding relationships and provides opportunity for feedback and exceptional service. (!)

Behavioural competencies

• Accountability (V) – The acknowledgement and assumption of responsibility for actions, products, decisions, and policies within the scope of the role or employment position.
• Fairness and Transparency (V) – Build diverse and inclusive workplaces where decisions, practices, processes, and transactions are transparent and fair.
• Honesty and Integrity (V) – The quality of being upright, truthful, sincere and freedom from deceit or fraud (H). Guided by values, ability to demonstrate moral judgement and doing the right thing consistently (I).
• Problem Solving and Analysis – Must be able to systematically identify, analyse, and resolve existing and anticipated problems to reach optimum solutions in a timely manner.
• Respect (V) – Ability to be considerate for self and others.
• Trust (V)- Firm belief in the reliability, truth or ability of someone or something.
• Ability to translate strategy into execution – Execution leadership means having a strategic mind-set and the leadership skills to perform a function, implement a process or execute a project.
• Unsupported image type. Concern for Impact of own behaviour on others – The ability to influence a wide range of diverse individuals and groups positively.
• Develops teams and nurtures interdependency – Leverage collaborative relationships. The ability to apply the right technology to the right process at the right time with the right people.
• Inspires others to Positive Action – Inspirational leadership is about energising and creating a sense of direction and purpose for employees and excitement and momentum for change. It involves energising individuals to strive towards a compelling vision of the future by embracing and embodying SARS’s values in all aspects of their work. It includes offering clarity around goals and objectives and ensuring that those who are led work collaboratively towards a shared purpose.
• Nurtures Future Talent – Develops the technical skills and leadership abilities of SARS personnel to create sustainable delivery capability. The drive to further the development and learning of others.
• Stewardship and Service Orientation – Steward leaders have a sense of purpose, which helps them to align their actions to the organisation’s vision, goals, and values. Regard leadership as an inordinate privilege without a sense of entitlement. Capture the collective aspirations of those that they lead, foster a sense of commitment, and place the interest of others ahead of their own.
• Strong Results Orientation – Consistently delivers required business results; sets and achieves achievable, yet aggressive, goals; consistently complies with quality standards and meets deadlines; maintains focus on organisational goals.
• Values and Manages Diversity – Understands and respects the customs and norms of others and modifies own behaviour. Contributes actively to a working environment that recognises, responds to, and acknowledges the value proposition of SARS; acts as a catalyst for promoting SARS values and influences others to translate vision into action.

Technical competencies

• Knowledge and application of Risk Management – Knowledge of risk management
• Administration – obtains, records, analyses, and reports information to enable effective and efficient administrative processes.
• Business Acumen – Understands primary business drivers to impact on decision making and get things done.
• Change Management – Transforming individuals, teams, and organisations to a desired new state.
• Decisiveness – The confidence and ability to take timely and appropriate decisions.
• Effective Business Communication – Must be able to communicate information and ideas in a clear and concise manner appropriate for the audience to explain, persuade, convince, and influence others to achieve the desired outcomes.
• Functional Policies and Procedures – The knowledge and interpretation of the functional policies and procedures, including monitoring their consistent application internally within SARS.
• Implementation and Follow Through – Ability to pursue goals and objectives in a disciplined, focussed, and persistent way delivering on position and project outputs within agreed budgets and time frames.
• Managerial Budgeting – Must be able to plan the work unit budget and manage income   and   expenditure, through   responsible implementation of policies, practices, and decisions, to achieve unit objectives effectively and efficiently.
• Planning and Organising – Ability to organise, prioritise and, where applicable, delegate work activities to efficiently accomplish tasks and meet objectives.
• Planning, Management & Measurement – Plans, Manages and Measures
• Problem Analysis and Judgement – Identifies problems, analyses the problem in a logical way, defining the root cause and formulating the correct solution or line of action.
• Relationship building – Ability to develop sound, mature and productive relationships with other members of the organisation, partners, clients, and institutions.
• Research and Information Gathering – Ability to review and study relevant information from various sources to develop latest information; Ability to identify primary and secondary authorities to validate the research.
• Service Delivery – Meets and or exceeds the clients’ expectations about service delivery.