Lungile Hypercia Mahlalela
Manzini
Summary
Knowledgeable, well-organized, and detail-oriented Procurement Officer offering a proven record in the field and over 10 years of related experience. Successfully coordinates over R15 million in monthly procurement. Keeps meticulous records, tracks shipments, and works with suppliers to resolve various issues. Skilled in navigating complex procurement processes, and adept at managing vendor relationships. With a background in implementing cost-saving strategies without compromising on quality or efficiency. Strengths include strong negotiation skills, the ability to analyze market trends, and proficiency in procurement software. Made impactful contributions by streamlining procurement procedures, leading to smoother operations, and enhanced productivity.
Overview
20
20
years of professional experience
Work History
Senior Procurement Officer
Eswatini Revenue Service
Manzini
08.2022 - Current
- Collaborate with all ERS divisions to identify their procurement needs, and actively source price estimates from a range of qualified suppliers to support the development of effective procurement plans.
- Collect and analyze departmental procurement plans from all user departments to ensure that they fulfill all five procurement rights (quality, time, quantity, cost, and place), and submit them to the Procurement Manager for consolidation.
- Provide expert advice to user departments on the appropriate procurement method when developing the procurement plan.
- Conduct market research to effectively develop supply base strategies for major procurement projects.
- Conduct and coordinate debrief meetings and site inspections for services/works required to develop a detailed scope of work.
- Formulate a request for quotation in accordance with each specific request, and ensure it has all relevant and detailed information to identify appropriate suppliers.
- Thoroughly evaluate all received quotations, working closely with the requesting unit to ensure the accuracy and clarity of the quotation specifications, and identify any potential discrepancies or inconsistencies.
- Assess, identify, and assign relevant vendors for emergency procurements.
- Plan, coordinate, and lead pre-tender briefings, tender openings, and tender evaluation meetings.
- Guide the evaluation committee by providing professional advice on procedural rules, expertise, and practical assistance to the evaluating committee in reviewing the scope of work, contractor pre-qualification, completion of tender documents, contract negotiation, and finalizing contract documents.
- Provide guidance to the evaluation committee by outlining the tender's scope, and the specific criteria that will be used to assess the proposals before the evaluation commences.
- Leverage specialized expertise to guide and support the tender evaluation committee in the preparation of the technical and financial report.
- Conducting an in-depth analysis of cost proposals submitted by tenderers.
- Ensuring the thorough and objective evaluation of all tender submissions.
- Maintain comprehensive records for expressions of interest (EOIs), requests for proposals (RFPs), evaluation reports, and scorecards.
- Monitor adherence to the tender process and procedures.
- Provide timely and accurate responses to inquiries related to procurement and tender reports.
- Ensure the timely initiation of contract negotiations by accurately uploading all contracts and supporting addendum documents, including any relevant amendments, to the Vendor Records Management system for review and negotiation by the Legal Department.
- Thoroughly reviewing contracts to verify accuracy, identify discrepancies, and resolve any issues, all while adhering to established standard operating procedures.
- Acting as a liaison between parties throughout the contract lifecycle, including development, renewal negotiations, and the drafting and revision of contract terms and conditions, as required.
- Contribute to the evaluation of supplier contracts, and ensure contracts are renewed on time.
- Ensure the timely approval of all pending contracts by actively following up with all relevant stakeholders, and proactively addressing any potential delays.
- Develop robust contract management plans that include the establishment of specific, measurable, achievable, relevant, and time-bound (SMART) KPIs, a well-defined process for providing regular and constructive feedback to contractors, and a proactive action plan to address and mitigate any instances of non-performance.
- Gather necessary documents to support contracts, and keep both digital and physical copies of these documents.
- Possess and demonstrate in-depth knowledge of the principles and best practices of supplier evaluation and selection.
- Effectively manage this process, particularly for high-value, high-risk projects, ensuring a rigorous, and objective assessment of potential suppliers.
- Regularly monitor supplier performance, including their adherence to contractual obligations, delivery timelines, quality standards, and other key performance indicators (KPIs) as specified in the contract, by conducting periodic supplier/contract performance evaluations, and propose remedial action in case of contract breach.
- Conduct site visits to suppliers to assess supplier capacity to support and supply ERS with the services and goods required as a risk management strategy.
- Offer feedback to the end user during the preparation of supplier evaluation reports for contracts.
CIPS Part-time Lecturing
Institute Development Management
Manzini
08.2021 - Current
- Offer CIPS Level 4 training sessions for IDM students. Prepare presentations to communicate research and gain feedback.
- Mentor students in preparation for exams so that they are well prepared.
- Supported academic and faculty staff members with teaching and research responsibilities.
- Assisted with instructional tasks, and reviewed and responded to student work.
- Drafted and distributed handouts and other communications to students and participants.
- Worked with lead instructors to effectively manage courses and help students.
- Led discussions to help students understand and explore course material.
- Evaluated and graded examinations, assignments, and papers for the Eswatini Institute of Development.
- Encouraged students to ask questions and express opinions regarding the subject material.
Stores Buyer
Eswatini Railway
01.2018 - 08.2022
- Assist departments in developing procurement plans for the organization to ensure that we comply with the standards for Eswatini Railway
- Soliciting new suppliers for new products and for existing products that do not have enough suppliers in the vendor database
- Prepare monthly report showing all orders processes with performances of suppliers and ESPPRA quarterly reports
- Evaluate all major suppliers bi-annually in adherence to the supplier evaluation procedure
- Provide guidance for department in formulation of specifications to conform with their requirements
- Receives purchasing requisitions from ESR departments; develop & issue RFQs and prepare bid analysis and purchase orders in line with procurement policy
- Forward all approved orders to respective vendors
- Filling and maintaining all records of purchase items
- Expedite purchase orders on a weekly basis
- Take stock of inventories within ESR quarterly
- Prepare quarterly reports as required by ESPPRA
- Do lots and categorize all items to be disposed
Purchasing Clerk
Railway
01.2016 - 01.2018
- Match invoices with issued orders and analyses them before receipting
- Confers with vendors to obtain statements together with pending invoices
- Capture all company utilities making sure they are correctly captured with correct cost codes
- Participate in evaluating all major suppliers quarterly
- Prepare all export documentations and keep records of all acquitted items
- Fully participate in quarterly stock counts with Internal & external Auditors
- Filling of supplier credit application and seek approval from CFO
- Evaluating of supplier performance
Procurement Officer
World Vision International
Swaziland
01.2010 - 01.2016
- Receive incoming Purchase Requisitions, verify that required signature/ authorizations, budget lines, date received, date required and point of deliveries are shown on the PRs
- Stamp received if all required information is shown; record them in PR register and place them in appropriate file for easy follow up and concrete documentation
- Track all the PRs that are received from field offices to ensure appropriate processes are carried out expeditiously
- Sending out Request for Quotations, preparing Bids Analysis and seek approval from Procurement manager
- Prepare purchase orders, and present them to Supply Chain Manager for review before ultimate approvals
- Ensure that all data captured on our Procurement order tracking tool is sent to all field office and department heads in turn produce the required reporting output in accordance to the Policies / Procedures & Guidelines as set by WVS
- Perform Daily reconciliation exercises of all records and transactions performed within the same day and ensure that data validation, integrity and accuracy of data is meticulously maintained
- Maintain a Purchase Order Register and all supportive documentations
- Assist in preparing contracts for contracted services
- Manage the distribution of orders to appropriate suppliers
- Prepare the weekly procurement status reports
- Prepare suppliers' payments and pass them to the Supply Chain Manager for verification before forwarding the documents for relevant approvals and submission to Finance
- Register all the invoices in Suppliers' Payment Register and ensure Finance signs for all received invoices
- Follow up with Finance to ensure Vendors are paid in good time
- Maintain proper filing system for all procurement document
Procurement Assistant
World Vision International
01.2009 - 01.2010
- Responsible for data entering
- Responsible for managing supplier database and relationships including conducting supplier appraisals
- Responsible for conducting market surveys and updating our price lists for control purposes
- Responsible for assisting offices in preparation of annual procurement plans
- To provide administrative assistance and secretarial services to the department to enhance coordination
- Facilitate bookings of travel, transport, and accommodation for all departmental members to enhance operational efficiencies to various projects/ programs for payments to ensure vendors are paid on time
- Produce the department monthly management reports
Administrative Assistant
World Vision International
Mbabane
04.2008 - 12.2008
- Raise purchase requisitions for WASH, NCP, HEA projects (Take and analyze quotations from suppliers, participate in bidding where necessary)
- Facilitate in procurement of delivery services for WASH and NCP staff (such, airtime, payment of rent for staff)
- Raise payments request vouchers for WASH, NCPs, and Commodities projects
- Process Administrative payments (rent, bills for expatriates in HEA)
- Assist in raising LDR for WASH project staff
- Participate in liquidating UNICEF funded projects
- Ensure that appropriate filing of all project-relevant documentation is done on regular basis (including project assets' inventory, etc.)
- In consultation with the Program Manager, plan, make request for the procurement, and follow-up of delivery of goods and services for WASH projects
- Process purchase invoices and maintain accurate and up to date project finance records
- Assist in developing and producing programme materials
Bookkeeper
Nini's Guest House
10.2005 - 04.2008
- Preparation of payments and posting to pastel accounts system
- Managing petty cash and perform regular banking
- Capturing transaction through paste account system
- Archiving company documents and making sure proper records are kept
- Printing out customer quotation and procuring stock after verification
- Receiving cash/ bank from customer and banking
- Sending / Receiving customer emails and faxing documents
- Reconciled accounts against bank statements to spot and correct discrepancies
- Monitored expenditures and informed decision-makers of potential overages or budget adherence issues
Education
Professional Diploma - Procurement and Supply
Chartered Institute Of Procurement & Supply
UK10.2024
Advanced Diploma - Procurement & Supply
Chartered Institute of Procurement & Supply
UK07.2023
Diploma in Procurement And Supply - Supply Chain Purchasing & Supply
Chartered Institute Of Procurement & Supply
UK02.2018
High School Diploma - Administrative
Diploma in Administrative Assistant
Mbabane02.2008
O'Level Certificate - O level
Mpaka High School
12.2003
Skills
- PROVEN ANALYTICAL APPROACH TO PROBLEM SOLVING
- GOOD COMMAND OF SOFTWARE PACKAGES
- GOOD INTERPERSONAL SKILL
- EXCELLENT TIME MANAGEMENT
- AGILE
- CHANGE AGENT
- PROBLEM SOLVING
- TEAM WORKING
- NEGOTIATION
- CONTRACT MANAGEMENT
- SUPPLIER RELATIONSHIP MANAGEMENT
- SUPPLY CHAIN MANAGEMENT
- SUPPLIER GOVERNANCE
Affiliations
Chartered Member of CIPS
Additional Information
Microsoft Word, Power Point, Excel, other programs, First Aid, 11/01/20
Awards
Top Performer, World Vision International, 12/31/15
Languages
English, Fluent
Attributes
- Ability to work with a team and learn fast
- Ability to endure harsh and challenging conditions
Timeline
Senior Procurement Officer
Eswatini Revenue Service
08.2022 - Current
CIPS Part-time Lecturing
Institute Development Management
08.2021 - Current
Stores Buyer
Eswatini Railway
01.2018 - 08.2022
Purchasing Clerk
Railway
01.2016 - 01.2018
Procurement Officer
World Vision International
01.2010 - 01.2016
Procurement Assistant
World Vision International
01.2009 - 01.2010
Administrative Assistant
World Vision International
04.2008 - 12.2008
Bookkeeper
Nini's Guest House
10.2005 - 04.2008
Professional Diploma - Procurement and Supply
Chartered Institute Of Procurement & Supply
Advanced Diploma - Procurement & Supply
Chartered Institute of Procurement & Supply
Diploma in Procurement And Supply - Supply Chain Purchasing & Supply
Chartered Institute Of Procurement & Supply
High School Diploma - Administrative
Diploma in Administrative Assistant
O'Level Certificate - O level
Mpaka High School
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