Job Description
The Data and Systems Officer is responsible for supporting the rollout, optimisations, and daily functioning of the procurement system within the Finance division. This role enables data and systems capabilities by maintaining system performance, analysing procurement and tender-related data, and serving as the first line of support for users across the
DBSA. The role plays a critical role in ensuring seamless procurement operations in an environment of increasing transaction volumes and complex stakeholder needs.
Key Responsibilities
Key Performance Areas:
Support and Maintain e-Procurement System
Provide first-line support to users across the business on e-Procurement and Supply Chain Management related system issues.
Monitor system functionality, uptime, and user access, and resolve or escalate issues promptly.
Perform configuration changes, testing, and system data updates as needed in collaboration with ICT.
Contribute to the implementation and rollout of new system features or modules.
Support training and user onboarding activities during the implementation of the new procurement system.
Perform Data Analytics and Reporting
Analyse procurement, tender, and contract-related data to generate insights for decision-making.
Develop and maintain dashboards and reports to track procurement activity, compliance, and service delivery.
Identify data quality issues and recommend corrective actions.
Provide support in monthly and quarterly reporting requirements within the Finance division.
Support High-Volume Tender Operations
Assist in the management and processing of large volumes of tender enquiries, including data extraction, validation, and tracking.
Ensure data accuracy and completeness throughout the tender lifecycle.
Provide technical support to the SCM personnel and stakeholders during tender events.
Stakeholder Support and Operational Coordination
Act as the primary point of contact for system-related support queries within SCM
Liaise with internal teams, service providers, and vendors to troubleshoot and resolve system issues.
Support procurement teams in day-to-day operational tasks requiring systems or data input.
Coordinate with the finance and compliance teams to ensure alignment with policies and regulations.
Reporting and Communication
Collect relevant data from various sources, verifying its accuracy, and presenting it in a clear and organised manner.
Establish deadlines to ensure management has up-to-date information for decision-making.
Maintain high standards of accuracy and timeliness to deliver reports that are timely and precise.
Support effective communication and strategic planning within the organisation.
Utilise appropriate technologies and tools to enhance reporting efficiency and clarity, while also safeguarding
the confidentiality and sensitivity of the information included.
Ensure effective communication and seamless coordination within the team and across departments.
Convey information, expectations, and updates to team members, ensuring they are well-informed and aligned with organisational objectives.
Promote an open and inclusive communication environment where team members feel comfortable sharing ideas, feedback, and concerns.
Coordinate activities with other teams or departments, facilitating collaboration to achieve shared goals.
Act as a liaison and foster strong interpersonal relationships.
Utilise appropriate communication tools and platforms to maintain efficient and transparent information flow
Expertise & Technical Competencies
Qualifications and Experience:
Qualifications
Minimum Requirements
Bachelor's Degree in Commerce, Information Systems, Finance or Supply Chain Management.
Desirable Requirements
Postgraduate qualification in Business Intelligence, Data Analytics, or ERP System Administration.
Experience
Minimum Experience
A Minimum of 5 years of experience in systems support, data analysis, or procurement systems.
Experience with e-Procurement platforms (SAP, Oracle, Coupa or similar).
Experience in supporting high-volume procurement or tender environments.
Proficiency in Excel, Power BI or other data tools.
Understanding of financial systems, reporting standards, and data structures.
Knowledge of data privacy regulations and cybersecurity principles.
Closing Date
2026/03/10