Matantele Josias Raphesu

Duties and responsibility

A) Demand Management

Strategic Planning & Needs Assessment

• Conducting a detailed analysis of all goods, works, and services required to fulfill the institution's strategic objectives.
• Researching the supplying industry to understand market trends, pricing, and available technology.
• Compiling and coordinating the department's annual procurement plan, ensuring all requirements are linked to the approved budget.

2. Bid Specification Management

• Leading the drafting of precise technical specifications or Terms of Reference (ToR) in collaboration with end-users.
• Facilitating and coordinating bid specification committee (BSC )meetings to approve specifications before they are advertised.
• Determining the specific evaluation and points criteria (e.g., B-BBEE goals, preference scoring model etc) that will be used during the acquisition phase.

3. Compliance & Risk Management

• Ensuring all demand activities comply with the Public Finance Management Act (PFMA), PPPFA, and National Treasury Regulations.
• Identifying potential supply chain bottlenecks or interruptions and developing contingency plans to ensure service delivery continuity.
• Executing strategies to promote the participation of SMMEs and designated groups (youth, women, people with disabilities).

4. Operational Oversight

• Receiving and recording purchase requests, confirming budget availability, and routing them to the Acquisition unit.
• Monitoring the progress of tenders against the procurement plan to address delays and ensure timeous awards.
• Maintaining relationships with internal end-users and providing technical advice on supply chain management processes.

B) Acquisition Management

1. Bid Process Management

• Determining the most appropriate sourcing method (e.g., petty cash, written price quotations, or open competitive bidding) based on threshold values.
• Compiling comprehensive bid documents, including General and Special Conditions of Contract, and ensuring evaluation criteria are clearly defined before advertising.
• Managing the publication of tenders on the Government Tender Bulletin or eTender Publication Portal and overseeing the formal closing and opening of bid boxes.

2. Evaluation and Adjudication Support

• Conducting the initial screening of bids for administrative responsiveness (e.g., Central Suppliers Database registration, valid tax status, and Standard Bidding Documents forms).
• Facilitating bid evaluation committee meetings to evaluate responsive bids against technical specifications and the (PPPFA)preferential procurement policy framework act, preference point system (e.g., 80/20 or 90/10).
• Drafting professional submissions and recommendations for the Bid Adjudication Committee (BAC) to ensure informed decision-making.

3. Contract Finalisation

• Awarding Bids: Issuing letters of acceptance or appointment to successful bidders and notifying unsuccessful participants.
• Award Publication: ensure the tender awards are publicized on the government tender bulletin,e-tender portal etc within 10 days of award.
• Contract Compilation: Ensuring that formal, legally binding contract documents or Service Level Agreements (SLAs) are signed by the delegated authorities and the supplier.

4. Risk & Compliance Oversight

• Regulatory Adherence: Ensuring strict compliance with the Public Finance Management Act (PFMA) and Treasury Regulations to prevent irregular, fruitless, and wasteful expenditure.
• Supplier Database Management: Maintaining and updating the list of prospective suppliers and ensuring they are not listed on the National Treasury's Register for Tender Defaulters.
• Audit Readiness: Managing bid files and records to ensure they are complete and accessible for Auditor-General (AGSA) or internal audit reviews.

C) Logistics Manager

1. Inventory and Warehouse Management

• Setting and monitoring optimal inventory levels to ensure stock availability while avoiding excess and obsolescence.
• Managing the daily operations of consumables warehouses, including the correct stacking, marking, and safeguarding of goods.
• Conducting regular cycle counts and annual stock-takes to verify that physical stock matches the records on the department's financial systems.

2. Systems and Records Management

• Utilizing and maintaining logistical systems like LOGIS (Logistical Information System) to capture stock movements, update bin cards, and generate issue vouchers.
• Ensuring proper record management of all logistics-related documents, such as 0-9 files for goods, procurement advice, and delivery notes.
• Responding to internal and external audit queries from the Auditor-General (AGSA) and implementing recommendations to ensure 100% compliance with National Treasury Regulations.

3. Distribution and Fleet Management

• Facilitating the timeous issuing of materials to various sub-directorates or satellite offices based on approved warehouse requisitions.
• Overseeing the "Transit" function where goods are received from suppliers, checked for correctness against the original purchase order, and captured into the system.

4. Financial and Performance Reporting

• Compiling management reports on stock availability, open purchase orders, and vendor performance.
• Preparing inventory reports required for disclosure in the Interim Financial Statements (IFS) and Annual Financial Statements (AFS).
• Managing the unit's budget and reporting on any variances to ensure cost-effective operations.

5. Compliance and Risk Management

• Loss Control: Implementing security measures and theft prevention protocols to protect state assets.
• Supplier Monitoring: Reviewing vendor performance specifically regarding delivery timelines and the quality of goods received.

D) Contract Management

1. Contract Administration & Documentation

• Ensuring that the Service Level Agreement (SLA) is signed by both the delegated official and the supplier before work commences.
• Maintaining a live, central register of all departmental contracts, tracking start dates, end dates, and total contract values.
• Acting as the custodian of all original contract documents and ensuring they are accessible for audit by the Auditor-General (AGSA).

2. Performance Monitoring & Evaluation

• Monitoring supplier performance against the Key Performance Indicators (KPIs) and delivery milestones set out in the bid document.
• Chairing regular (monthly or quarterly) progress meetings with service providers to address bottlenecks and ensure service delivery stays on track.
• Issuing formal letters of breach or "notices to cure" when a supplier fails to meet requirements, and escalating cases for contract termination if necessary.

3. Financial Control & Price Adjustments

• Managing requests for Contract Price Adjustments (CPA) or escalations (e.g., SEIFSA or CPI-linked increases) in line with the original contract terms.
• Ensuring any expansions or deviations in the scope of work do not exceed the National Treasury thresholds (usually 15% for goods/services or 20% for works) without prior approval.
• Confirming that the work invoiced has actually been completed to the required standard before the Finance department releases payment.

4. Risk management

• Sureties & Guarantees: Managing performance badges, guarantees, and retention monies, ensuring they remain valid and are only released once the contract is successfully concluded.
• Risk Mitigation: Identifying external risks (like labor strikes or material shortages) that might impact the contract and developing contingency plans with the supplier.

5. Contract Close-out & Reporting

• Close-out Reports: Producing a final report at the end of a contract summarizing the supplier's performance and any lessons learned.
• Supplier Rating: Providing feedback to the acquisition Management unit on whether a supplier should be considered for future work or potentially restricted due to poor performance.

• KEY RESPONSIBILITY
• Chairperson bid specification committee
• Chairperson bid evaluation committee
• Tender administration
• Tender clarification meeting
• Receipt and opening tender proposals and/ or expression of interest
• Participating in the Strategic Planning Process
• Compilation of Procurement Plan
• Analyzing goods and services or works required.
• Planning to acquire goods and service or works
• Compilation of bid register

• Worked as a member of the team providing full supply chain management services within the department supply chain management unit by ensuring good governance in all aspects:
• Maintenance of supplier's database
• Monitoring and evaluating supplier's performance according to service level agreement of the department.
• Serve as bid specification committee member and attend site-briefing
• Advertise and closing of bids above the threshold value of R 500 000.00(goods and services as regulated by Treasury)
• Advertise and closing of competitive bids/quotations below the threshold value of R 500 000.00(goods and services as regulated by Treasury)
• Advertise and closing of bids above the threshold value of R 200 000.00(engineering and construction as regulated by CIDB)
• Advertise and closing of bids/quotations below the threshold value of R 200 000.00(engineering and construction as regulated by CIDB).
• Scrutinising of bids/quotations received in line with the approved responsiveness criteria
• Serve as bid evaluation committee member
• Serve as secretariat to the bid adjudication committee
• Publish the awarded bids
• Contract administration
• Monitoring and evaluating supplier's performance according to service level agreement of the department.

• Receiving of goods from suppliers
• Marking and capturing of the departmental assets on logis (logistical information System)
• Physical distribution of assets and ensuring that physical movement of inventory item is also moved accordingly on the system (BAMV)
• Ensuring that the inventory controllers receive relevant reports (RR032) to check if their inventory items compare the ones on the system
• Capturing of departmental assets onto the assets register
• Compilation, updating and distribution of inventory list
• Conducting stocktaking and spot checks of assets
• Assist with other aspects of logistics and assets management.
• Assist disposal committee in identification of the inventory that are obsolete, worn out, etc. for disposal purposes.

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