Ntsoaki Sonopo
Pretoria
Summary
Results-driven and adaptable Procurement Officer with 3 years of experience in supply chain management, contract administration, and procurement. Skilled in efficiently managing material flow and optimizing supplier performance. Adept at drafting contracts, monitoring compliance, and liaising with stakeholders. Proficient in Microsoft Office, with a strong ability to learn and apply new technologies. Known for effective time management, strong communication, and collaborative teamwork. Eager to leverage my supply chain management background and internship experience to contribute to a dynamic procurement team, while continually expanding my professional horizons. My dedication and flexibility make me an ideal fit.
Overview
4
4
years of professional experience
1
1
Certification
Work History
Procurement Officer: Intern
Armscor
04.2024 - Current
- Receive incoming documents and despatch outgoing documents, to do a postal function for various divisions without supervision.
- Identify old documents / files for archiving in accordance with Corporative procedures and Practices and send file to place of safe keeping that is the Armscor Archive Centre.
- Retrieve documents and or files on request from divisions from either the Registry’s filing system or Armscor Archive as soon as possible and sign out to requester in accordance to prescribed procedures.
- Control and monitor all files booked out to clients to ensure files are returned within prescribed period.
- Render general clerical support to the department / division as and when required. Oversee activities in the entire Registry Office.
- Ensure that access to the Registry is closely controlled in accordance with rules and regulations as prescribed for a restricted area.
- Responsible for electronic conversion of all records and files where applicable.
- Open offers received, check that only offers closing on that particular day are opened to ensure answerability of the process. Ensure that offers received were issued by the Procurement Secretariat to the companies who submitted offers.
- Ensure that late offers are not opened as opening such could be seen an unfair and therefor lead to litigation against Armscor.
- Number the received offers, perforate with the correct closing date to confirm that offers are legitimate and make copies of quotations received. Give the processed offers received to the manager for a quality audit check.
- Record offers in a register, keep the register / diary up to date and manage the safe to ensure that all offers are accounted for on the correct closing day. Bring quotations up to date on the COAS (KBA) system.
- Make recommendations to the manager whether to accept or reject late offer submissions, in line with rules and procedures.
- Liaise with offerors with respect to offers that are not signed. Distribute the offers received to the applicable divisions and ensure that they are addressed to the correct person in order to avoid delays.
- Ensure that samples, where applicable, are collected and signed for.
- Collate information on offers received for the monthly report
- Allocate and record request for offer numbers and determine closing dates of request for offers taking divisional work load into consideration, all in accordance with the approved procedures.
- Process and make copies of the request for offer documents, forward the prepared tender documents to be published in the tender bulletin
- Process requests for extension to tender closing dates, taking into consideration the reasons put forward, in line with the rules applicable to prospective offeror’s (A-STD-0010).
- Processing requests for cancellation of tenders with valid reasons, supporting documents and correct approval level in terms of A-CORP-001 delegations.
- Communicate with admin personnel and project managers with respect to their requests and enquiries as well as potential offeror’s and offers with respect to their requests and enquiries.
- Open offers received, check that only offers closing on that particular day are opened to ensure answerability of the process. Ensure that offers received were issued by the Procurement Secretariat to the companies who submitted offers. Ensure that late offers are not opened as opening such could be seen an unfair and therefore lead to litigation against Armscor. Number the received offers, perforate with the correct closing date to confirm that offers are legitimate and make copies of quotations received.
- Give the processed offers received to the manager for a quality audit check. Record offers in a register, keep the register / diary up to date and manage the safe to ensure that all offers are accounted for on the correct closing day.
- Make recommendations to the manager whether to accept or reject late offer submissions, in line with rules and procedures.
- Liaise with offerors with respect to offers that are not signed. Distribute the offers received to the applicable divisions and ensure that they are addressed to the correct person in order to avoid delays. Collate information on offers received for the monthly report.
- Do procurement of goods and services in accordance with Armscor policies, practices and procedures, which entails:
- Analysing requisitions to determine appropriate procurement method.
- Assisting with exact specifications/requirements as necessary.
- Applying preferential procurement principles (Specific Goals).
- Obtaining quotations and clearing any uncertainties Selecting and negotiating with approved suppliers
- Observing and applying PFMA stipulations.
- Placing orders and handling the associated administration, or prepare for transacting by Corporate credit card.
- Expediting orders with suppliers to meet deadlines.
- Preparing invoices for processing for payment.
- Render assistance with goods and services to be procured by RFO, which entails: Helping to draw up/check RFO documents.
- Identifying potential service providers – based on Specific Goals and PFMA principles.
- Assisting with finalising of award of orders and relevant documents.
- Do archiving of orders – on system and physical archiving of order files
Supply Chain Administrator
National Treasury
03.2023 - 02.2024
- Perform administration for amendments of contracts (extensions, price increases and cancellations).
- Perform administration of variations of contracts and deviations.
- Monitor supplier performance and make recommendations for improvement to avoid unnecessary delays on delivery of goods and services.
- Compile quarterly supplier performance and send to business units.
- Assist in pursuing advice from Legal Services when necessary.
- Report on the commitments monthly. Compiling and presenting monthly contract reports.
- Prepare close-out reports and send to business units to close the contract and monitor contract terminations.
- Administer, regulate and prevent over-payments and attempt to reduce irregular expenditure.
- Drafting quarterly performance report to the CFO on contract management and administration.
- Dispense documents and related information to the auditors as per auditors request for information (RFI).
- Finalization of bid processes and interaction with stakeholders.
- Administer the submission of correct information for publication in media for a minimum prescribed period of 21 days for open tenders and 7-14 days for RFQs.
- Assist with the evaluation of transactions pertaining to the prescribed contained within the Preferential Procurement Regulations
- Invite, evaluate and award quotations within a specified threshold
- Advice clients on the compilation of terms of reference, specifications and evaluation criteria of bids
- Verify the acquisition of commodities with regard to the contract terms and conditions
- Prepare advertisement and co-ordinate briefing sessions for bids
- Provide secretarial function to bid committees
- Accept and verify bid documentation in conjunction with the Tender Information centre
- Establish pre-qualification processes after closing date of bids in accordance with the special conditions of contract
- Prepare evaluation sheets and signing of Declaration of interest and Code of Conduct forms by evaluation bid committee members
- Assist with the facilitation of the validity of bids prior to award
- Obtain additional information in writing from bidders where applicable and prepare and issue letters to successful bidders
- Submit documentation of suppliers for verification and screening of companies to security vetting unit
- Trained new employees on company-specific procedures related to supply chain
Supply Chain Intern
National Treasury
03.2021 - 02.2023
- Recommended purchasing goods, supplies and services to meet supply chain goals.
- Receiving invoices from suppliers and did follow ups on outstanding invoices. Occasionally expediting of outstanding deliveries and invoices.
- Responding to queries relating to sourcing of quotations from users and suppliers.
- Source quotations from suppliers. Receive requests for quotations from users and evaluate quotations.
- Ensured effective, efficient and transparent Supply Chain Management.
- Monitor and evaluate the compliance of demand and procurement plans.
- Develop business units Demand Plans, create and consolidate Demand Management Plan and gather Procurement data.
- Engage with all relevant stakeholders to review inputs and ensure that all related needs are consolidated.
- Ensure effective operation of the Demand Management Plan and Procurement Management Plan. Ensure reminder letters of the projects on the Procurement Plan are sent to the project managers.
- Revision of Procurement Plan if there is a need.
- Draft contracts/Service Legal Agreements in consultation with Business Units and Legal Services Unit. Interpret, extract and enter key contract data items into the contract database.
- Ensure that all signed contracts are registered on the Contract Register and Commitment Register
- Attend and resolve all contract payment queries and monitor the period of short and long term contracts.
- Notify business units monthly on the expiry of their contracts by sending reminder letters 3 to 6 months prior depending on the period.
General Labor Worker
Vomabo Constuction
10.2020 - 02.2021
- Loaded, unloaded, and moved material to and from storage and production areas.
- Brought materials and tools from trucks and storage facilities to work site locations and organized for expected needs.
- Gathered waste and trash from job sites for placement in refuse containers to keep job sites clean and organized.
- Assisted in constructing pavement.
- Dug trenches and set up forms to specified requirements for concrete pours.
- Assisted in ensuring accurate measurements and proper material usage for optimal resource management on projects.
- Mixed and poured concrete.
- Maintained clean and organized job sites, contributing to a safe working environment for all employees.
Education
Baccalaureate Technologiae - Logistics Management
Vaal University of Technology
Vereeniging, South Africa04-2019
High School Diploma -
Marquard High School
Marquard11-2012
Skills
- Supplier Relationship Management
- Purchasing strategy
- Document Preparation
- Bid process management
- Contract monitoring
- Bidding coordination
- Excellent Communication
- Time Management
- Vendor Relationship Management
- Telephone and email etiquette
- Attention to Detail
- Writing and verbal communication
- Supply chain planning
- Conflict Resolution
- Interpersonal Communication
- Problem-Solving
- Teamwork and Collaboration
- Reliability
- Adaptability
- Accountability
Certification
- First Aid Certification
- Code B Driver's License
Exercise, reading, travelling and cleaning
I love maintaining healthy lifestyle, travelling to different destinations, reading books and keeping a clean environment.
Additional Information
Logis Literacy E-learning and Order Course
SCM for Public Service Course
Demonstrate Knowledge and Insight into Bid Committee Systems - 15 Credits Level 5
Languages
English
Advanced (C1)
Afrikaans
Intermediate (B1)
Isizulu
Elementary (A2)
Sesotho
Bilingual or Proficient (C2)
Timeline
Procurement Officer: Intern
Armscor
04.2024 - Current
Supply Chain Administrator
National Treasury
03.2023 - 02.2024
Supply Chain Intern
National Treasury
03.2021 - 02.2023
General Labor Worker
Vomabo Constuction
10.2020 - 02.2021
Baccalaureate Technologiae - Logistics Management
Vaal University of Technology
High School Diploma -
Marquard High School
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