Job Details: Assistant Director – Supply Chain Management
Free State Department of Health
- Reference Number: H/A/18/2026
- Position: Assistant Director: Supply Chain Management
- Location: Universitas Academic Hospital
- Salary
- R487,197 per annum (Level 9)
Benefits
- 13th Cheque
- Home Owner Allowance (subject to qualifying requirements)
- Medical Aid (Optional)
- Government employee benefits in accordance with Public Service regulations
Main Purpose of the Position
To manage and coordinate Supply Chain Management (SCM) functions at Universitas Academic Hospital by overseeing procurement processes, demand and acquisition management, inventory control, contract administration, fleet management, asset control, and supplier performance management. The position ensures compliance with government procurement legislation, promotes value for money, and supports efficient service delivery within the hospital.
Key Responsibilities
1. Procurement Administration and Transaction Management
- Monitor and review the capturing of all procurement transactions.
- Ensure procurement information is accurately recorded on SCM systems.
- Verify procurement documentation for compliance and completeness.
- Monitor procurement activities against approved budgets and procurement plans.
- Maintain accurate procurement records and audit trails.
Procurement Activities Include:
- Requests for quotations (RFQs)
- Purchase orders
- Goods received vouchers
- Supplier payments support documentation
- Contract procurement records
2. Demand Management
- Manage and direct demand management processes.
- Identify procurement needs in consultation with user departments.
- Facilitate procurement planning activities.
- Consolidate procurement requirements.
- Ensure procurement plans support institutional objectives and service delivery requirements.
Responsibilities Include:
- Demand forecasting
- Procurement planning
- Budget alignment
- Market analysis
- Needs assessment
3. Acquisition Management
- Coordinate acquisition management services.
- Ensure procurement processes comply with SCM legislation and policies.
- Manage sourcing and purchasing activities.
- Promote transparent, fair, and competitive procurement practices.
- Ensure timely acquisition of goods and services.
4. Quotation Process Management
Manage the hospital’s quotation process by overseeing:
Specification Processes
- Ensure specifications are properly developed.
- Verify that specifications meet operational requirements.
- Promote fairness and competitiveness in specifications.
Evaluation Processes
- Coordinate quotation evaluation activities.
- Ensure evaluations comply with SCM regulations.
- Monitor consistency and transparency during evaluation processes.
Adjudication Processes
- Support quotation adjudication procedures.
- Ensure recommendations comply with procurement legislation and policies.
- Maintain proper documentation of adjudication decisions.
5. Goods and Services Management
- Monitor allocation and distribution of goods received.
- Ensure goods and services are managed according to approved policies and procedures.
- Verify receipt and distribution of procured items.
- Ensure efficient utilisation of resources.
Includes:
- Medical equipment
- Pharmaceuticals and medical supplies
- Operational goods
- Service contracts
- Maintenance services
6. Supply Chain Strategy Development
- Develop efficient and cost-effective supply chain strategies.
- Improve procurement processes and operational efficiency.
- Promote value-for-money procurement practices.
- Identify opportunities for cost savings and process improvements.
- Support strategic sourcing initiatives.
7. Inventory Management
- Manage inventory control systems.
- Monitor stock levels and stock movements.
- Conduct inventory verification and reconciliations.
- Prevent stock shortages and overstocking.
- Improve stock management efficiency.
Inventory Responsibilities Include:
- Monitoring stock availability
- Inventory reporting
- Stock verification exercises
- Loss prevention measures
- Inventory control compliance
8. Asset Control and Risk Management
- Establish and maintain effective asset control systems.
- Implement measures to prevent:
- Theft
- Losses
- Misuse of assets
- Wasteful expenditure
- Fraud and irregularities
- Monitor compliance with asset management procedures.
- Strengthen accountability for institutional assets.
9. Contract Management
- Manage and direct contract management services.
- Monitor supplier performance against contractual obligations.
- Ensure compliance with contract terms and conditions.
- Maintain contract registers and documentation.
- Address supplier performance issues when required.
10. Service Level Agreement (SLA) Management
- Manage Service Level Agreements with suppliers and service providers.
- Monitor service delivery standards.
- Conduct supplier performance reviews.
- Ensure contractual commitments are met.
- Support contract renewals and amendments where necessary.
11. Fleet Management
The successful candidate will oversee:
- Vehicle utilisation and allocation.
- Vehicle maintenance schedules.
- Fuel management and monitoring.
- Vehicle licensing and compliance.
- Fleet performance monitoring.
- Fleet-related reporting and record keeping.
12. Staff Supervision and Leadership
- Supervise SCM personnel.
- Allocate and monitor work.
- Conduct performance management processes.
- Provide training and guidance to staff.
- Ensure compliance with SCM policies and procedures.
- Promote accountability and service excellence.
13. Compliance and Governance
Ensure compliance with:
- Public Finance Management Act (PFMA)
- Treasury Regulations
- Preferential Procurement Policy Framework Act (PPPFA)
- Public Service Act
- Batho Pele Principles
- Departmental SCM policies and procedures
Prepare documentation and information required for:
- Internal audits
- External audits
- Compliance reviews
- Risk assessments
14. Reporting and Administration
- Compile SCM management reports.
- Monitor procurement performance indicators.
- Maintain procurement and contract records.
- Provide management information for decision-making.
- Ensure accurate record keeping and reporting.
Minimum Requirements
Educational Qualification
Applicants must possess:
- A recognised Bachelor’s Degree or equivalent qualification in:
- Logistics Management
- Supply Chain Management
- Commercial Management
- Economics
- Financial Services
- Or a related field
Experience Requirements
Supply Chain Experience
- 5–7 years relevant experience in a Supply Chain Management environment.
Supervisory Experience
- Minimum 3 years experience in a supervisory or managerial role.
Additional Requirements
- Valid South African driver’s licence (excluding persons with disabilities).
- Working knowledge of LOGIS (Logistical Information System).
- Computer literacy in:
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
Required Knowledge
The successful candidate should have extensive knowledge of:
Supply Chain Management
- Public Sector SCM framework.
- Procurement processes.
- Demand and acquisition management.
- Contract management.
- Inventory management.
- Fleet management.
- Supplier relationship management.
Financial and Procurement Legislation
Knowledge of:
- Public Finance Management Act (PFMA)
- Treasury Regulations
- Preferential Procurement Policy Framework Act (PPPFA)
- Public Service Act
- Batho Pele Principles
Required Skills and Competencies
Technical Skills
- Procurement administration.
- Demand management.
- Acquisition management.
- Contract administration.
- Inventory control.
- Fleet management.
- Supply chain analysis.
Management Skills
- Leadership and supervision.
- Staff development.
- Performance management.
- Strategic planning.
- Decision-making.
Communication Skills
- Report writing.
- Negotiation skills.
- Stakeholder engagement.
- Verbal and written communication.
- Presentation skills.
Administrative Skills
- Planning and organising.
- Record management.
- Quality control.
- Compliance monitoring.
Computer Skills
- LOGIS system.
- Microsoft Office Suite.
- Procurement reporting systems.
- Data analysis tools.
Personal Attributes
- Integrity and accountability.
- Attention to detail.
- Problem-solving ability.
- Ability to work under pressure.
- Strong organisational skills.
- Customer service orientation.