Supplies Officer | BQA

February 6, 2019
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Botswana Qualifications Authority (BQA) | Supplies Officer

Botswana Qualifications Authority (BQA) is a parastatal under the Ministry of Tertiary Education Research Science and Technology. It draws its mandate from the BQA Act No.24 of 2013. Its main objectives are to provide for and maintain a National Credit and Qualifications Framework (NCQF) and to coordinate the Education, Training and Skills Development Quality Assurance System. BQA invites applications from qualified citizen candidates to fill the following position:
Supplies Officer

Job Summary:
To develop, coordinate and manage the implementation of supplies and materials management activities and procedures to ensure BQA staff have sufficient supplies to be able to deliver effective services.

Main Duties:
Supplies Management systems, procedures and controls
· Initiates and recommends the review of supplies management policies and procedures in accordance with industry standards and the BQA Administration Strategy and other requirements and presents them to the Administration Manager.
· Contributes to divisional budgets by preparing estimates for the supplies required in BQA, such as costs for services, machinery, office requisites to ensure optimal stock availability.
· Develops and implements procedures for issuing materials and inventory control and ensures that such functions are performed in a manner that is in line with relevant policies, guidelines and procedures.
· Keeps abreast of trends in supply chain management to research, evaluate, identify and recommend potential sources of goods, services, and technologies that will result in timely and efficient provision of goods and services.
· Checks and validates issuing documentation to ensure that correct cost centres have been used and that authorisation has been made by relevant officers.
· Undertakes materials issuing and ascertains that correct quantities and quality are issued in accordance with end-user requirements as specified in the purchase requisitions.
· Investigates and resolves stock taking discrepancies to account for all physical and system stock movements and elevates unresolved issues to the Administration Manager.
· Physically receives returns from end users list of unused stock items that are no longer required. Reverses transactions by preparing credit requisitions.
Stock Management
· Manages incoming, current and outgoing stock by keeping track of the amount of stock in the storage and releases required stock.
· Reconciles stock by balancing the physical stock with leisure book records
· Ensures proper storage and binning of stock to avoid damages and ensures safe transfer of stock in case of relocation.
· Arranges for disposal of obsolete stock or surplus stock.
· Manages inventory by stock lay out, FIFO, LIFO etc.
· Coordinates annual stock taking to monitor stock flows, recommends write offs, of non-moving and moving items and destruction of items.
· Investigates stock discrepancies and ensures that shortages/ surplus are accounted for.
Management of Supplies
· Examines the received goods to ensure that they meet the required specifications.
· Compares purchase orders with invoices to check and ensure accuracy thereof.
· Develops security measures to ensure safety of supplies.
· Prepares monthly reports on outstanding orders, stock outs, non-moveable stock items, losses and damages
Record Keeping
· Keeps all records regarding supplies, costs of transportation, supplies, storage, damages and any contracts.
· Conducts ad hoc inventory audits to ensure purchased equipment and supplies aligns to the data in the tracking and monitoring records.
· Updates supplies records regularly in the course of business.

· Prepares reports on inventory and stock management and submits them to Administration Manager.
People Management
· Participates in the recruitment and on boarding of the staff of the unit.
· Manages and ensures that team members have performance contracts, and that performance assessments are done in accordance with BQA Performance Management System and agreed schedules.
· Monitors the performance of the unit and ensures that all team members meet or exceed their performance contracts.
· Resolves disciplinary and grievance issues in accordance with Botswana labour legislation and BQA disciplinary codes and best practice.
· Demonstrates commitment to the transformation of BQA into a high performing organisation by ensuring the division’s contribution to cross functional work teams as and when required, and reflecting the Authority’s vision, mission and values in daily wok and interactions.
· Undertakes any other duty/duties required to meet the objectives of the Authority.

Position Requirements:
· At least a Degree in supplies management from a recognised institution or any other relevant qualification acceptable to BQA.
· A minimum of 5 years’ experience in procurement / supplies management

Required Competencies:
Technical competencies
· Knowledge of procurement/ supply chain management principles procedures, rules and regulations.
· Computer literate. Experience with systems and applications in the specific work area.
· Knowledge of Procurement regulations and procedures (BQA and PPABD)
· Computer literacy.
· Knowledge of SAGE300 software.
· Knowledge of procurement database.

Other competencies
· Creativity, innovation, flexibility and analytical thinking.
· Results oriented and performance driven.
· Decisiveness and assertiveness.
· Communication, influence, impact.
· Service oriented and client focus.
· Team building, leadership and motivation.
· People management and interpersonal skills.
· Planning, organising, budgeting, resource management.

BQA offers a competitive remuneration package commensurate with the responsibilities and challenges of the job.

Terms of employment
Fixed term contract of 1-5 years for Managerial Positions and above and Permanent and Pensionable terms for officer positions and below.

Application procedure
Applications with CVs, list of referees and certified copies of certificates and Omang should be forwarded on or before Friday 15 February 2019 to:
The Chief Executive Officer
Botswana Qualifications Authority
Private Bag BO 340

Physical Address:
BQA Offices
Office No. S33 (2nd Floor)
Plot 66450, Block 7, Gaborone
Tel: 365 7200

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Address: Gaborone,
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