Key Responsibilities

1. Sourcing & Tender Management

• Prepare, issue and manage tender documentation, including Requests for Proposals (RFPs), Requests for Quotations (RFQs) and other relevant procurement documents.
• Identify, assess and shortlist prospective suppliers in accordance with organisational procurement standards and compliance requirements.
• Manage supplier communication throughout the tender process, ensuring clear communication of requirements, specifications and submission deadlines.
• Conduct detailed comparative evaluations of supplier proposals, considering pricing, quality, technical capabilities and compliance.
• Lead supplier negotiations to achieve competitive pricing, favourable contractual terms and measurable cost savings.
• Coordinate and facilitate major centralised sourcing initiatives across business units and subsidiaries.
• Ensure tender processes are conducted transparently, consistently and in accordance with established procurement procedures.

2. Contract Management

• Assist with the preparation, review, negotiation and administration of procurement contracts and framework agreements.
• Coordinate contract approvals, execution, renewals, extensions and amendments with relevant internal stakeholders and suppliers.
• Maintain accurate and up-to-date records of tender activities, supplier evaluations, contractual agreements and negotiation outcomes.
• Monitor contract performance and identify potential risks, non-compliance or deviations, escalating relevant matters to the Procurement Controller.
• Ensure appropriate contract documentation, filing and recordkeeping throughout the contract lifecycle.

3. Procurement Systems & Governance

• Assist in developing, reviewing and implementing procurement policies, procedures, templates, guidelines and authorisation frameworks.
• Promote compliance with procurement policies, ethical standards, internal controls and applicable regulatory requirements.
• Maintain accurate procurement databases, performance indicators (KPIs), reporting dashboards and consolidated organisational procurement reports and analyses.
• Support the effective operation and continuous improvement of procurement systems, including identifying system requirements and opportunities for process optimisation.
• Assist in developing and maintaining supplier registration, onboarding, evaluation, classification and performance management processes.
• Identify opportunities to improve procurement processes, standardisation, transparency and operational efficiency.

4. Stakeholder Collaboration & Operational Support

• Work closely with internal stakeholders to ensure procurement activities are aligned with operational requirements, project objectives and organisational priorities.
• Provide procurement guidance, coordination and operational support to business units and subsidiary procurement teams.
• Facilitate procurement-related training, communication and awareness initiatives across the organisation.
• Support procurement compliance reviews and assist in identifying areas requiring corrective action or process improvement.
• Prepare procurement analyses, comparative evaluations and recommendations to support the Procurement Controller's decision-making and approval processes.
• Maintain effective working relationships with Finance, Legal, Audit, Compliance and other relevant departments.

5. Centralised Procurement Coordination & Management

• Lead and coordinate, or provide operational support for, major centralised procurement initiatives across the organisation.
• Facilitate demand consolidation and aggregation across business units to maximise purchasing power and achieve economies of scale.
• Coordinate supplier engagement, sourcing strategies, tender execution, bid evaluations and contract award follow-ups.
• Monitor the progress and implementation of centralised procurement initiatives, ensuring agreed timelines and deliverables are achieved.
• Track, analyse and report on procurement efficiencies, negotiated savings and cost optimisation outcomes.
• Develop and maintain centralised procurement catalogues, supplier databases and framework agreements.
• Identify opportunities for further procurement consolidation and strategic sourcing across the organisation.

Key Relationships

• Head of Operations & Procurement Department
• Procurement Controller
• Finance, Legal, Audit and Compliance Departments
• Business Units and Project Teams
• Subsidiary Procurement Teams
• IT Departments and System Administrators (including EDS, SAP, DingTalk and Evolve)

• Suppliers and Service Providers
• Tender Participants and Contractors
• Other Relevant External Procurement Stakeholders

Technical & Behavioural Skills

• Strong analytical, commercial and negotiation capabilities, with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Strong stakeholder engagement and relationship management abilities.
• Sound understanding of procurement principles, regulations, governance requirements and industry best practices.
• Strategic thinking, problem-solving and decision-making capabilities.
• Ability to manage multiple sourcing and tender processes simultaneously while meeting strict deadlines.
• Strong organisational, coordination and project management skills.
• Proficiency in procurement systems, reporting tools and business applications.
• Professional business communication, reporting and documentation skills.
• High levels of integrity, accountability and commitment to ethical and transparent procurement practices.

Core Competencies

• Sourcing & Tender Management: Ability to independently coordinate and manage end-to-end sourcing and tender processes.
• Contract & Supplier Management: Competence in contract administration, supplier relationship management, performance monitoring and framework agreement management.
• Procurement Governance: Ability to support the development and implementation of procurement policies, procedures, internal controls and compliance frameworks.
• Procurement Operations & Systems: Ability to maintain procurement databases, reporting systems, performance indicators and management information.
• Stakeholder Management: Ability to effectively coordinate procurement activities across business units, subsidiaries and support functions.
• Centralised Procurement Management: Ability to organise, coordinate and drive major organisation-wide sourcing and procurement initiatives.
• Commercial & Analytical Acumen: Ability to evaluate commercial proposals, identify cost-saving opportunities and support strategic procurement decisions.
• Integrity & Compliance: Demonstrates a strong commitment to ethical conduct, accountability, transparency and compliance with procurement requirements.

Key Performance Indicators (KPIs)

• Timely, efficient and compliant execution of sourcing and tender processes.
• Cost savings and procurement efficiencies achieved through supplier negotiations and centralised sourcing initiatives.
• Accuracy, completeness and proper maintenance of procurement and contractual records.
• Compliance with established procurement policies, procedures and governance requirements.
• Accuracy, quality and timely submission of procurement reports, data analyses and management information.
• Effective supplier evaluation and contract performance monitoring.
• Stakeholder satisfaction and quality of procurement support provided to business units and subsidiaries.
• Successful coordination and implementation of major centralised procurement projects.
• Achievement of agreed procurement timelines, deliverables and cost-saving targets.

Working Conditions

• Primarily based in a standard office environment.
• Occasional domestic travel may be required for supplier engagements, subsidiary support and centralised procurement initiatives.
• Ability to work under pressure and manage multiple sourcing projects, tenders and deadlines concurrently.
• May be required to engage with stakeholders across different business units and geographical locations.

Minimum Requirements

Education & Experience

• Matric (Grade 12) and a Bachelor's degree in Procurement, Supply Chain Management, Business Administration or a related discipline.
• Minimum of five (5) years' relevant procurement experience, preferably within a corporate headquarters, group-level structure or large organisation.
• Demonstrated experience in sourcing, tender management, supplier negotiations and contract administration.
• Practical experience working with procurement management systems, preferably SAP.
• Professional procurement certification, such as CIPS or CIPSM, will be an added advantage.
• Valid Code B (Code 8) driver's licence.

Personal Attributes & Additional Requirements

• Strong analytical and problem-solving abilities, with the capacity to interpret and communicate technical procurement information to non-technical stakeholders.
• Excellent verbal and written communication skills, with the ability to engage effectively with stakeholders at different organisational levels.
• Strong negotiation, interpersonal and stakeholder management skills.
• Ability to manage multiple procurement activities and competing priorities while working to tight deadlines.
• High attention to detail, accuracy and organisational ability.
• Demonstrates initiative, accountability, professionalism and sound judgement.
• Ability to work independently as well as collaboratively within a team.
• Good command of written and spoken English.