Islamic Relief South Africa (IRSA) is a member of Islamic Relief Worldwide (IRW), a UK based international relief and development charity, which aims to alleviate the suffering of the world’s poorest people.

 

Position Identification

Position Title: Procurement Coordinator

Organisation: Islamic Relief South Africa

Location: Republic of South Africa

Reports to: Head of Department – Support Services

 

Job Summary

Procurement plays an integral role in any organization. Execution of the role ensures that the organization makes sound decisions around the purchases of goods and procurement of services required to service the needs of the organization, while ensuring compliance with all relevant company policies, processes and regulations.

A procurement coordinator oversees the purchasing of materials and services for Islamic Relief, which may include everything from office supplies to catering service providers. As a procurement coordinator, your job duties include implementing and enhancing purchasing guidelines for the organisation, establishing relationships with supply vendors, and ensuring that all procurement procedures are being followed.

 

Purpose of Position

  • To co-ordinate purchasing practices and maximise savings and benefits available to the organisation during purchasing activities.
  • Oversee procurement processes, ensuring appropriate remittance and delivery
  • Build relationships with existing vendors and identify new vendors to service emerging needs
  • Identify procurement processes to be improved or made more efficient
  • To strengthen the procurement processes by actively engaging with the relevant networks, vendors and suppliers and applicable stakeholders.
  • Contributing to developing and maintaining procurement and organisational guidelines, policies and procedures with a view to standardising processes nationally and to assist indecision making to maximise the efficiency and effectiveness of the organisation.
  • To monitor specific processes by way of reconciliation in order to uphold due diligence practice and ensure there is due supervision, accountability and transparency in the organisations procurement practices.

 

Key Accountabilities

  • To be able to demonstrate a fundamental knowledge of purchasing methods and procedures conveying general awareness encompassing the various categories pertaining to procurement.
  • To establish sound and reliable supply chains for goods & services.
  • Ensure that Islamic Relief is at all times securing the best value proposition based on availability, quality, acceptable price and lead time.
  • To ensure the ongoing maintenance and updating of a preferred supplier database with emphasis on ethical procurement and using local suppliers wherever possible.
  • Be responsible for coordinating Islamic Relief’s divisional and departmental purchasing activities: contractual and non–contractual, negotiating discounts, inviting tenders, preparing contracts, determining contract specifications, discuss solutions when terms of contract are broken with Procurement Committee and senior management (BEC).
  • To establish and maintain appropriate procurement records and systems for measuring necessary aspects of the purchasing process pertaining to all individual purchases, stating items or services purchased, costs, product quality or performance and supplier information.
  • To assist in the selection of appropriate suppliers and contractors, to promote sound procurement practices with due priority to sustainability, ethical purchasing standards and application of whole life (eg. Inclusive of operational and/or running costs).
  • To ensure appropriate engagement and feedback to all departments in relation to procurement requests, from origination to delivery of goods and services.
  • Ensuring accurate and successful delivery of goods and services from suppliers that have been engaged with per the procurement process.
  • Negotiating and supervising long term supply contracts and formulating policies with suppliers with a view to cost effective delivery of services.
  • To administer the process of new contracting and monitoring operational contracts to be up-to-date and assessing relevance and validity on a regular basis.
  • Preparing and administering the Service Level Agreement process with suppliers (with legal support).

 

ETHICAL PROCUREMENT AND LEGALITIES

  • To ensure all procurement activities are carried out to the highest degree of ethical standards and to ensure probity in all transactions.
  • Recognise unusual or irregular circumstances (e.g. conflict of interest) occurring within the purchasing environment and report to relevant internal authorities
  • Review contracts regularly to check performance against specification and where there are problems identified act accordingly.
  • Use comparative data to check the general competitiveness of any contract arrangements.
  • Carry out due diligence checks on potential suppliers, including screening of suppliers
  • To ensure all resources are utilised effectively and efficiently.

 

Qualification, Experience & Skills Required:

  • Qualification in procurement, project management, logistics or relevant field of study
  • At least 5 years’ working experience in procurement or similar position
  • At least 5 years’ experience in management role
  • Excellent communication ability
  • Excellent organisational skills and ability to work under pressure
  • Deadline driven
  • Excellent written and spoken English and Afrikaans
  • An analytical, problem-solving personality with the ability to negotiate and build relationships with vendors
  • Experience with data entry, database management, and reporting and compliance.

 

Key Interfaces

  • HOD: Support Services
  • Chief Executive Officer
  • Procurement Officers
  • Finance Officers
  • Vendors & Suppliers

 

Key Islamic Relief Values Required

 It is essential that the successful candidate demonstrates a good understanding and commitment to Islamic values as per below:

  • Excellence (Ihsan): Our actions in tackling poverty are marked by excellence in our operations and conduct which are deserving of the people we serve.
  • Sincerity (Ikhlas): In responding to poverty and suffering our efforts are driven by sincerity to God and the need to fulfil our obligations to humanity
  • Social Justice (Adl): Our work is founded on enabling people and institutions to fulfil the rights of the poor and vulnerable. We work to empower the dispossessed towards realising their God-given human potential and developing their capabilities and resources.
  • Compassion (Rahma): We believe the protection and well-being of every life is of paramount importance and we shall join with other humanitarian actors to act as one in responding to suffering brought on by disasters, poverty and injustice.
  • Custodianship (Amana): We uphold our duty of custodianship over the earth, its resources and the trust people place in us as humanitarian and development practitioners to be transparent and accountable.

 

Closing date: COB 7th October 2022

 

Please forward a copy of the completed application form (available on the website), 1 page motivational letter and your CV along with a certified copy of your ID to recruitment@islamic- relief.org.za before the 7th October 2022.

Dearest applicant, kindly consider the following:

If the requirements of the application as above, is not met, we will consider the application as incomplete and this will therefore not be accepted.

Please note that if you do not hear from us by 14th October 2022, consider your application unsuccessful.

Over and above operational requirements Islamic Relief South Africa will take into account the country’s and organisational employment equity imperatives.

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