Overview
Work History
Education
Skills
Coursework
Drivers License
Desired Package
Notice Period
Personal Information
Contact Details
Languages
Timeline
Generic

Olivia Mahlaba

Mamelodi

Overview

25
25
years of professional experience

Work History

Buyer/Purchasing/Construction/IT

NHLS Corporate
04.2017 - Current
  • Scrutinizing of specifications to ensure requested services/ goods are still valid, needed and will add value to the organization
  • Compiling a checklist of all received documents, to ensure that all relevant requesting documents are attached, signed and valid
  • Advertising of RFQ’s on all relevant platforms authorized by the institution, and recognized by Treasury department
  • Mitigating risks by ensuring that all procurement policies are adhered to
  • Preparing documents for the site Meetings and arrange site meetings for services
  • Receiving of quotations from suppliers, and compiling them according to SCM prescripts
  • Ensuring that budget allocated for that specific service requested to be procured is valid
  • Liaise with internal and external stakeholders in relation to procurement of goods and services
  • Doing market analysis for goods and services required by the organization
  • Ensuring that negotiations are done to get the best price for the service
  • Publishing of successful bidders on relevant platforms to promote openness and transparency as per the policy
  • Attending to queries (e.g
  • Daily queries that arises from business, bidders, Executive, and end users) and send queries from tenderers to technical department (project managers)
  • Arrange and facilitate site briefings, and ensure that service providers are supplied with the relevant and sufficient for them to be able to quote accordingly
  • Arrange CFET meetings and collect functionality/ technical evaluation results to ensure all recommendations are captured in writing from subject matter experts as well as end users
  • Assist in drafting contracts as per information and pricing obtained from bidders and to ensure the accuracy of contact details (including signatures by delegated authorities) to protect the organization from legal issues
  • Drafting of award letters for contracts as well as services above the amount of R200 000, 00
  • Creation of PO’s after the evaluation process has been completed and approved
  • Assisting in drafting of cancelation letters, and sending them to relevant suppliers
  • Ensuring a high level of confidentiality is maintained, and documents are protected
  • Ensuring that all relevant stakeholders do sign after the documents has been compiled
  • Liaising with the Legal Manager’s office on legal matters pertaining to contract content
  • Periodical follow up on quotations and generally liaise with suppliers
  • Ensuring SLA's are met through end to end management of the contract (includes supplier relationship and performance management)
  • Ensuring that supplier performance is measured by following up if deliveries, and services provided were up to the customer’s satisfaction
  • Compiling of supplier data packs completed by new suppliers and have information captured on Oracle by procurement data management, (registering new suppliers)
  • Addressing constraints and delays by proactively communicating the procurement requirements with the internal and external customers
  • Ensuring that documents are scanned, printed and filed for record and for easy access on audit purposes, and future reference
  • Clearing the system by ensuring open orders are closed in accordance, reminding customers to confirm the receipt orders on Oracle to fast-track supplier payments
  • Compiling of weekly, monthly, quarterly and yearly reports on received requests, awarded, in progress, as well as the ones which shows to have a challenge to procure
  • Collaborating with stakeholders to implement the best sourcing strategy by coordinating workshops; presentations and meetings
  • Reason for leaving: Still on the position

Acting SCM Supervisor

NHLS Corporate
11.2020 - 09.2021
  • Create an enabling environment via RFQ/ Sourcing based on Business requirements
  • Ensure required goods are delivered timeously, according to specification, NHLS Policy and procedures
  • Source relevant / alternative suppliers based on business requirements as per PFMA and PPPFA
  • Approve RFQ process done by buyers according to delegation of authority
  • Ensure that the system cleaned up by monitoring that open orders are closed in accordance to procedure
  • Compile and submit Monthly reports e.g
  • Price, buyers and supplier performance including overdue purchase orders, CAPEX etc
  • Provide Professional advice with regards to procurement to Corporate and Regional staff on NHLS policy, procedure, PFMA and PPPFA
  • Maintain good relations with internal and external customers and maintain supplier relations by means of supplier meetings, call etc
  • Train, develop and manage staff to ensure they have the skills required by the organisation and are able to achieve their performance objectives and perform their day to day activities
  • Assist the Manager - Procurement Operations with tasks and /or Projects as requested
  • Negotiating Prices with Supplier
  • Managing workflow
  • Training new hires
  • Creating and managing team schedules
  • Evaluating performance and providing feedback
  • Identifying and applying career advancement opportunities
  • Helping to resolve employee/supplier issues and disputes
  • Setting goals for performance and deadlines in ways that comply with company's plans and vision
  • Organizing workflow and ensuring that employees understand their duties or delegated tasks
  • Monitoring employee productivity and providing constructive feedback and coaching
  • Identify all issues in team and provide continuous support to all members according to operating standards
  • Supervise effective working of production personnel and prepare effective production schedules and ensure compliance to all company policies
  • Coordinate with equipment and process teams ensuring compliance with all protocols and maintain quality
  • Prepare vacation schedule for all employees, maintaining continuous production
  • Manage and prioritize all production processes and implement all production plans
  • Ensured compliance with all local policies to achieve all production objectives and provided appropriate feedback to all employees
  • Developed and maintained effective relations with all company employees at various levels of organization
  • Prepared necessary paperwork and administered all invoices on spreadsheets, and maintained records of all documents
  • Analyzed staffing requirements and ensured efficient compliance to production schedules and budget for all production process
  • Reason for leaving: I was acting on the post for the period of 11 months

Procurement Tender Administrator - Assistant

NHLS Corporate
09.2016 - 04.2017
  • Prepares tenders and standardized tender templates and documentation
  • Develops the bid and tender strategy
  • Prepares initial tender documentation and coordinate obtaining the required approvals
  • Maintains a list of qualified vendors, especially as related to planned tenders
  • Compilation of various input to create a more complete tender proposal
  • Monitoring deadlines
  • Evaluation and contract negotiation
  • Liaises with the User Department on an ongoing basis with respect to Tender requirements and Tender status
  • Corresponds with vendors in conjunction with the tender process as required, i.e., non-disclosure agreements, confirmation of interest, etc
  • Assists in preparation and/or review of Tender Documentation Packages comprising of Instructions to Bidders, Contract Form, General Terms Conditions, Bid Forms, etc
  • Assemble and maintain internal Procurement documentation relating to the tendering process, including recording management approval relating to tendering and contracting actions
  • Maintains tender files and arranges their archiving upon Tender completion
  • Prepares Tenders status reports and expected timelines on a regular basis and when requested
  • Prepares correspondences to internal departments, bidders and contractors
  • Liaises and coordinates activities with Financial Services in view of the developing and changing needs and opportunities within the company during this start-up phase, this position may perform other duties as assigned
  • Follow through successful acquisitions to completion
  • Reason for leaving: I was assisting due to staff shortage

Buyer/Purchasing/ Compliance

NHLS – Northern Branch (Executive Office)
03.2012 - 09.2013
  • Prepare the NHLS Laboratories in the following areas (Limpopo, North West, Mpumalanga) for Audit and the following checks:
  • Analyse to determine whether the activities and the results of these activities correspond to the planned demands and whether these demands are effective and suitable to achieve the objectives
  • Overall controls over the procurement of goods and services are properly designed and applied to ensure that procurement activities are performed in compliance with relevant legislation and related policies
  • Specifically, we noted that all requisitions had been approved by the proper delegated authority
  • To strengthen the procurement process, improvements were recommended regarding monitoring practices, procurement planning
  • Provided monthly procurement plan, based on operational requirements completed and made available to the Finance manager to assist in planning monthly procurement strategy
  • Procurement reports regularly provided to Branch Finance Manager that highlight procurement information, performance, and trends in order to strengthen overall Procurement oversight
  • Capital Expenditure (Capex) Buying for - Limpopo, North West, Mpumalanga
  • The End User Adjustment mechanism allows users to make adjustments to their timesheet by directly applying changes to their timesheet
  • These adjustments will flow through the user's current approval process (Timesheet Adjustment and Approval)
  • Stock-taking:
  • Stock taking involved physically counting all items in the inventory to verify the stock levels and ensure they match the records in the system
  • Schedule the stock taking event (usually at the end of the month)
  • Organize the inventory into categories to ensure all items are counted
  • Reconcile physical count with the existing inventory system or records
  • Investigate discrepancies (e.g., missing items, overstock) and resolve them
  • Monthly counting involved ensuring regular updates to the inventory count throughout the month, typically by doing partial counts or cycle counting
  • Split the inventory into sections and rotate the counting process across different areas
  • Cross-check the records for consistency and accuracy
  • Track inventory turnover rates, identifying slow-moving or obsolete stock
  • Closing the Inventory (Monthly Closing Process) -This process involves finalizing all inventory and stock records at the end of the month, preparing for reporting, and updating financial accounts
  • Ensure all counts are entered into the system and reconciled
  • Prepare a monthly report with a summary of inventory levels, stock turnover, and any variances
  • Regularly reconcile physical stock with system records to catch discrepancies early
  • Ensure all staff involved in stock taking are properly trained on counting procedures
  • Double-check records to ensure consistency between physical stock and system records before closing
  • Reason for leaving: Office closed down and moved to the NHLS Corporate (Head Office)

Procurement Officer

NHLS Rekopane Region
07.2007 - 02.2012
  • Receive requisitions electronically on Oracle system and check details in order to determine the required supplier and delivery
  • Generate the order form on the procurement system and capture other data as required in items of standard operating procedures and signing authority
  • Communicate orders to suppliers and follow up to ensure timeous delivery
  • Follow up on orders by checking weekly report forms for overdue deliveries to ensure deliveries are expedited timeously
  • Assist with determining alternative suppliers to replace obsolete products
  • Maintain accurate records of orders generated
  • Stock Take
  • Budget interrogation - refers to the detailed review and analysis of a budget to understand how funds are allocated, identify areas for improvement, and ensure alignment with the organization's financial goals
  • The process helps to ensure that resources are being used effectively and that any discrepancies or inefficiencies are addressed
  • Reason for leaving: Office closed down moved to the NHLS Corporate (Head Office)

Procurement Clerk

NHLS Corporate
06.2005 - 07.2007
  • Devising and maintaining office systems, including data management and filing
  • Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations
  • Screening phone calls, enquiries and requests, and handling them when appropriate
  • Meeting and greeting visitors at all levels of seniority;
  • Organizing and maintaining diaries and making appointments;
  • Dealing with incoming email, faxes and post, often corresponding on behalf of the manager
  • Taking dictation and minutes;
  • Carrying out background research and presenting findings;
  • Producing documents, briefing papers, reports and presentations;
  • Organizing and attending meetings and ensuring the manager is well prepared for meetings;
  • Liaising with clients, suppliers and other staff
  • Capturing requisitions on Oracle
  • Petty cash
  • Reason for leaving: Career Growth

Secretary

NHLS – REKOPANE REGION
06.2002 - 06.2005
  • Arranging Meetings - organize and schedule meetings according
  • This includes annual, monthly and team building
  • Informing Agenda - to inform about the meeting and its agenda and has to make a detailed note of the proceedings of the entire meeting
  • This includes documenting the activity and the matters discussed during the meetings by writing down the minutes
  • Liaising - A corporate secretary has to act as a point of contact between the company and all the securities markets, where the shares of the organization are listed and check the mandatory requirements of various markets and cater to them accordingly
  • Maintaining Records - to maintain accurate and up-to-date records for the various functions, decisions and actions of the company
  • Corporate Governance - provides advice on issues related to corporate governance and carries out this specialist role, is also called Corporate Governance Officer and also in charge of the company's corporate governance guidelines, policies and principles
  • Corporate Communication - Communicate with the Lab Managers from time to time and to prepare, publish and send the annual reports, circulars, notices and notifications about meetings to the Lab Managers
  • To publicize the matters that requires essential disclosure
  • Appoint of staff - When the company appoints a new staff, it was responsibility to guide them and organize special training programs for them
  • Code of Corporate Conduct and Policies - To administer the code of corporate conduct, frame different policies, prepare policy guideline manuals and ensure that compliance is being met
  • Registration - to ensure that the statutory and regulatory requirements are met (HPCSA), instrumental in filing the mandatory reports, documents and statements
  • Reasons for leaving: New opportunity

Secretary (Professor)

Kalafong - NHLS
07.2000 - 05.2002
  • Answering Phone Calls and Mail
  • To address every incoming phone call and mail (e-mail and otherwise) for the company
  • Mail then, has to be forwarded to respective departments and/or people
  • The same goes for phone calls
  • Queries that come through these channels also have to be taken care of
  • On a call has to maintain proper etiquette and shouldn't sound casual on the phone, and should keep it as short as possible
  • Receiving Visitors
  • To follow proper etiquette while in conversation with visitors and to calm, friendly and at the same time, confident
  • To maintain a healthy and professional atmosphere near the workstation
  • To keep a check on the office supplies; monitor the inflow and outflow regularly, and maintain records
  • The office supplies have to be stocked for future use, and should always be present when employees need them and the office stationery
  • Be utilized properly and record maintained accordingly
  • To make sure that every visitor fills the register, data entry and workplace communication are recorded as well
  • Along with this record keeping, to maintain, develop and take care of an up-to date filing system
  • Reasons for leaving: Career growth

Education

National Diploma - Information Technology

UNISA

CIPS: Diploma - Supply Chain Management

02.2025

ISO 9001:2005 Internal Auditor - Training in Quality Management Systems

TIQMS
01.2021

ISO 9001:2015 Quality Management Systems - Training In Quality Management Systems

TIQMS
01.2019

Advance Programming in Sourcing and Supply Chain Management - Level 7

UNISA
01.2015

Programme in Procurement and Supply Management - Level 6

UNISA
01.2008

Matric - undefined

Lehlabile High School
01.1991

Skills

  • MS Office Suite
undefined

Coursework

  • Fundamentals of Purchasing
  • Fundamentals of Order Management and Stock Take
  • PPPFMA

Drivers License

8, True

Desired Package

Negotiable

Notice Period

30 days

Personal Information

  • ID Number: 7406050970088
  • Ethnicity: Black
  • Gender: Female
  • Nationality: South African
  • Marital Status: Married

Contact Details

omahlaba@nhls.ac.za, ati.mahlaba@gmail.com, 082 996 2717

Languages

English
Bilingual or Proficient (C2)

Timeline

Acting SCM Supervisor

NHLS Corporate
11.2020 - 09.2021

Buyer/Purchasing/Construction/IT

NHLS Corporate
04.2017 - Current

Procurement Tender Administrator - Assistant

NHLS Corporate
09.2016 - 04.2017

Buyer/Purchasing/ Compliance

NHLS – Northern Branch (Executive Office)
03.2012 - 09.2013

Procurement Officer

NHLS Rekopane Region
07.2007 - 02.2012

Procurement Clerk

NHLS Corporate
06.2005 - 07.2007

Secretary

NHLS – REKOPANE REGION
06.2002 - 06.2005

Secretary (Professor)

Kalafong - NHLS
07.2000 - 05.2002

CIPS: Diploma - Supply Chain Management

ISO 9001:2005 Internal Auditor - Training in Quality Management Systems

TIQMS

ISO 9001:2015 Quality Management Systems - Training In Quality Management Systems

TIQMS

Advance Programming in Sourcing and Supply Chain Management - Level 7

UNISA

Programme in Procurement and Supply Management - Level 6

UNISA

Matric - undefined

Lehlabile High School

National Diploma - Information Technology

UNISA

Similar Profiles

CREATE PROFILE
Olivia Mahlaba