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Contract Management Specialist
Closing Date
2026/10/05
Reference Number
DBS260917-4
Job Title Contract Management Specialist
Job Grade 00
Job Type Classification Permanent
Location – Town / City Midrand
Location – Province Gauteng
Location – Country South Africa
Job Profile (Downloadable) Contract Management Specialist _Job Profile May 2026 Final.docx.pdf (327,67 kb) – 2026/09/17 16:28:12
Job Description
The Contract Management Specialist leads the contract management function by providing legal advisory support and embedding a robust monitoring and evaluation mechanism for contract lifecycle performance. Manages organisational compliance with contractual obligations, drives consistent contract standards, and enables performance visibility through reporting and analysis.
Key Responsibilities
Contract Management
Prepare, maintain, and manage accurate contract files, registers, and centralised repositories, ensuring proper classification, version control, audit readiness, and secure record storage.
Track key contract milestones, deliverables, expiry dates, renewals, termination periods, guarantees, insurance requirements, and other contractual obligations.
Coordinate contract signature processes and ensure all contractual documentation is complete, compliant, and properly archived.
Liaise with internal stakeholders, service providers, contractors, suppliers, and third parties to obtain required documentation and facilitate contract execution.
Provide contract management advice and support in the drafting, review, negotiation, execution, and administration of project-specific contracts and agreements.
Develop, maintain, standardise, and periodically review contract templates, clause banks, and standard agreements for the Division.
Review and analyse contract terms, conditions, and obligations to ensure compliance with legislation, regulatory requirements, internal policies, governance standards, and industry practices.
Monitor and manage the full contract lifecycle, including amendments, addenda, variations, renewals, and terminations.
Conduct contract risk assessments and trend analysis, and recommend mitigation strategies to safeguard organisational and project interests.
Track contractor and service provider performance against contractual deliverables, milestones, KPIs, and service level agreements.
Communicate contractual obligations, implementation requirements, and compliance updates to programme and project delivery teams.
Lead and support complex contract negotiations, dispute resolution processes, and mediation, adjudication, or arbitration matters, including the management of external legal counsel.
Prepare and evaluate contractual claims, including extensions of time, prolongation costs, acceleration costs, and professional service claims, and provide strategic recommendations.
Liaise with stakeholders on contractual matters relating to delays, variations, extensions of time, disputes, and compliance requirements.
Escalate and manage potential contract-related legal risks and disputes in collaboration with Legal and Risk functions.
Perform post-tender award activations including with the generation of orders on the ERP System.
Assist in informing and feeding into the Demand Management cycle regarding the organisation’s contract management needs, including identification of current and future contract requirements.
Contract Performance Monitoring and Evaluation
Develop and implement KPIs and performance measures for contracts, projects, and service providers.
Monitor contract compliance, performance milestones, deliverables, and service level agreements.
Conduct regular contract audits and performance reviews to identify risks, trends, variances, and underperformance.
Analyse contractor and service provider performance data and implement corrective action plans where required.
Generate dashboards, reports, and performance insights to support informed decision-making and continuous improvement.
Drive continuous improvement initiatives to enhance contract performance, compliance, governance, and value realisation.
Governance, Risk, and Compliance
Contribute to the development, implementation, and continuous improvement of contract management frameworks, policies, procedures, controls, and governance standards.
Maintain compliance with legal, regulatory, procurement, governance, and internal policy requirements across all contracts.
Monitor adherence to governance, documentation, approval, and record-keeping requirements.
Prepare periodic reports on contract status, performance, risks, disputes, and compliance gaps for Executive Management, Audit Committees, Legal, Procurement, and Risk structures.
Support internal and external audit processes and implement audit findings related to contract management and compliance.
Liaise with Internal Audit, Legal, Procurement, and Risk teams to ensure alignment with governance and compliance requirements.
Identify contract-related risks and implement mitigation strategies to minimise operational, legal, and financial exposure this including training stakeholders on contract management processes.
Vendor Management and Performance Support
Provide support to the contract owner on monitoring contract performance against agreed deliverables, milestones, service levels, and timelines.
Collate service provider performance data and evidence against service level agreements and key performance indicators.
Support the scheduling and logistics of performance review sessions with internal teams and providers.
Prepare draft performance reports, dashboards, and escalation documentation for review.
Keep a record of reported service provider challenges and the tracking of performance issues, corrective actions, and follow-up activities.
Management and maintenance of the vendor onboarding process and amendments and ensure supplier data accuracy for SCM related reporting.
Reporting and Document Management
Produce accurate and insightful management reports by continuously monitoring contract metrics and performance indicators.
Analyse contract and operational data to identify trends, risks, improvement opportunities, and strategic insights.
Maintain accurate and up-to-date contract records, documentation systems, trackers, and reporting tools.
Prepare contract status, compliance, governance, and performance reports for management and governance structures.
Support governance submissions, management reviews, and audit processes through the preparation of accurate and comprehensive documentation and reporting inputs.
Contribute to the enhancement and implementation of digital contract management systems, trackers, and reporting tools to improve process efficiency, data integrity, and reporting accuracy.
Key Measurements of Outputs
Compliance with legal, regulatory, procurement, and internal governance requirements achieved across all contracts.
Successful completion of internal and external audits with minimal findings.
Contractor and service provider performance monitored against KPIs, SLAs, deliverables, and milestones.
Performance dashboards and contract audit reports are produced regularly.
Corrective action plans implemented for underperforming contracts and service providers.
Percentage of contracts reviewed and processed within agreed turnaround times.
Percentage of high-risk contracts with mitigated legal risks.
Percentage of contracts with performance KPIs and monitoring mechanisms embedded.
Expertise & Technical Competencies
Minimum Qualification
A Bachelor’s Degree in Law, Supply Chain Management, Business Administration/Management or related field.
Minimum Experience
A minimum of 8 years of experience in contract management in the procurement context or legal/contracts management.
Experience in managing high-value and complex contracts across the full contract lifecycle.
Demonstrated experience in contract performance monitoring, compliance management, governance reporting, and audit support.
Experience engaging with internal and external stakeholders, including legal advisors, contractors, consultants, and service providers.
Experience in managing contracts across multiple business units in a regulated environment
Understanding of contract management principles and practices.
Awareness of performance monitoring and evaluation techniques.
Demonstrated experience and proven proficiency in the use of ERP systems for vendor and contract management (e.g., SAP or equivalent systems).
Desirable Requirements
Professional certification in Contract Management or Procurement (e.g. CIPS).
A postgraduate qualification in Contract Management, Construction Law, Commercial Law, Procurement, Project Management, Supply Chain Management, Business Administration or related.
Experience in a finance, development finance, or public sector environment.
Understanding of PFMA, BBBEE Act, PPPFA, CIDB Act and National Treasury Regulations.
TECHNICAL COMPETENCIES
Knowledge of contracts
Makes sound financial decisions after having analysed their impacts on the organisation, partner agencies, and community.
Effectively prepares budgetary submissions and forecasts for own department.
Knows the internal and external factors that impact resource and asset availability.
Is able to interpret management account reports in an operational/commercial context and take action as appropriate to maximise revenues and control costs.
Procurement Services
Based upon a thorough understanding of user requirements, can research alternative sources that will fulfil internal customer needs with favourable commercial terms.
Identifies the needs of the user departments and advises on appropriate sourcing and selection approaches and processes.
Articulates and prepares requirement documents and related elements of the procurement request, including terms and conditions for the sourcing, selection and award process.
Receives, safeguards, opens, records, tracks, assesses compliance with terms, and summarises bids/quotations.
Evaluates bids, including identifying and resolving mistakes, and awarding contracts.
Develops relationships by effectively resolving complaints and concerns.
Financial Acumen
Through a broad and deep understanding of contracting best practice, can define DBSA contracting policy.
Develops contract award documents, ensuring DBSA’s interests are protected.
Drafts, monitors and ensures performance of special terms of contract.
Ability to apply remedy to protect DBSA’s rights.
Ability to enforce compliance.
Monitors contractor compliance to identify, document and resolve potential or actual problems.
Determine which contractual remedy, if any, applies and employ that remedy.
Conducts post-award orientation, monitors contract performance and takes necessary action related to delays in contract performance.
Analyses and negotiates modification and termination of contracts.
Evaluates the impact of selected issues to determine the need for top management involvement.
Project Management
Defines, plans, and manages large and/or strategic projects, including those with a high degree of technical complexity, with impacts across the organisation and/or with national implications.
Assembles and leads diverse and multidisciplinary teams, ensuring maximum effective resource utilisation.
Successfully manages substantial project budgets and reports directly to senior managers on the progress and results of projects.
Identifies complex issues that need escalation and proposes appropriate corrective actions.
Business Acumen
Takes actions to fit business strategy.
Assesses and links short-term tasks in the context of long-term business strategies or perspectives.
Reviews own actions against the organisation’s strategic plan; includes the big picture when considering possible opportunities or projects, or thinks about long-term applications of current activities.
Anticipates possible responses to different initiatives.
Understands the projected direction of the industry and how changes might impact the organisation.
Strategic Planning
Establishes challenging, attainable goals and objectives based on a customer focus perspective.
Looks to the future with a broad perspective.
Ensures performance measures are in place to monitor progress and assess accomplishments and achievement of strategic goals and objectives.
Develops initiatives to achieve goals and objectives.
Articulates the vision and plans to others.
*The KPA’s, competencies and relationships listed in this document are not exhaustive, and the incumbent will be expected to undertake additional duties within their capacity to meet the needs of business and/or the business unit.
Required Personal Attributes
BEHAVIOURAL COMPETENCIES
Strategic and Innovative Thinking
Recognises opportunities or problems emerging in patterns and trends, and their impact on the business and profitability drivers.
Creates new concepts that are not obvious to others, leveraging internal and external sources of information, to build incremental revenue and growth opportunities.
Develops innovative business and/or customer solutions that shape industry practices.
Leading and Empowering Others
Creates the conditions that enable the team to perform at its best (e.g., setting clear direction, providing appropriate structure, getting the right people, obtain needed resources).
Monitors performance against clear standards, addresses performance issues promptly and takes action to get performance back to desired levels.
Supports the team publicly by demonstrating confidence in the team to others; recognises and rewards superior individual effort and does not take personal credit for the team’s success.
Identifies long-term goals for the team and communicates them to team members, ensuring their buy-in.
Attention to detail
Monitors the quality of others’ work.
Checks to see that procedures are followed by others.
Keeps clear, detailed records of own and/or others’ activities.
Developing others
Gives directions or demonstrations with reasons or rationale as a training strategy.
Gives practical support or assistance to make the job easier for the other individual.
Asks questions, gives tests, or uses other methods to verify that others have understood the explanation or directions.
Customer service orientation
Tries to understand the underlying needs of customers and matches these needs to available or customised products and services.
Adapts processes and procedures to meet ongoing customer needs.
Utilises the feedback received by customers, in order to develop new and/or improve existing services/ products that relate to their ongoing needs.
Thinks of new ways to align DBSA’s offerings with future customer needs.
Integrity
Takes pride in being trustworthy, serves all equally, respects others and embraces diversity.
Acts on values when high cost or risk is associated with doing so.
Acts consistently with basic values of openness and honesty.
Analytical Thinking
Breaks problems into simple lists of tasks or activities without assigning values.
Analyses and interprets multiple complex causal links: several potential causes of events, several consequences of actions, or multiple-part chains of events in order to prioritise and develop a plan of action.
Identifies multiple elements of a problem and breaks down each of those elements in detail, showing causal relationships between them.
Driving Delivery of Results
Identifies a business opportunity or a barrier to performance and takes action to address it.
Sets challenging goals that will have a significant impact on the business or support the organisational strategy.
Identifies and implements a business opportunity that will have a long-term impact on the business (which may include the organisation’s reputation or brand image).
Monitors progress and adapts the plan if necessary to ensure optimal benefit to the business.
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Procurement Officer
Closing Date
2026/09/23
Reference Number
DBS251027-1
Job Title Procurement Officer
Job Grade 15
Job Type Classification Permanent
Location – Town / City Midrand
Location – Province Gauteng
Location – Country South Africa
Job Profile (Downloadable) Job profile Procurement Officers.pdf (0,86 Mb) – 2025/10/27 14:08:07
Job Description
The role is responsible for managing the procurement cycle through delivering effective and efficient procurement of goods and services (new requirements, contracted and non-contracted). Monitor and manage compliance with procurement policies, procedures and agreements in place. Facilitate the DBSA procurement objectives and targets through compliance with strategy and application of policies and procedures.
Key Responsibilities
KEY PERFORMANCE AREAS:
- Planning and Standards
Disseminate procurement policies, procedures, processes, templates, delegations, and performance metrics to build awareness and promote understanding.
Train and equip business units to effectively manage or participate in procurement processes, including quotation and tendering activities.
Engage Business Managers to identify upcoming work and determine support requirements from the Supply Chain Management (SCM) Unit.
Plan and coordinate work schedules and timelines to align with sourcing and business demands.
Collaborate with business units to identify and plan for non-contracted spend through the RFQ/RFP process.
Conduct detailed analysis of procurement transactions (spend data) to identify trends, off-contract spend, policy deviations, and compliance gaps for improved planning, risk management, and reporting.
Support the SCM Unit in contributing to the successful delivery of the Division’s financial strategy and operational objectives.
2. Technical Support and Value Management
Support the financial division in delivering on the key business imperatives pertaining to cost containment, innovation, productivity and business relevance.
Work with the appropriate business unit managers to understand their operational plans, sourcing requirements, budgets, service standards and targets (cost, transformation, etc.).
Develop and maintain the demand pipeline and sourcing plan for the business.
Conduct relevant research and maintain business intelligence to support effective solutions, advice and decision making for business.
Lead and guide decisions on consolidation, rationalisation and relevance of services in line with changing business requirements and alignment to strategic imperatives such as cost containment.
Support business units with drafting specifications/requirements for quotes and tenders.
Support the tender unit and business with analysis of quotes and tender documentation/submissions
Negotiate prices, terms and conditions with suppliers and deliver savings targets to the Bank.
Provide integration and support to internal business units, decentralised operations and related partners/agencies pertaining to supply chain activities.
Facilitate training and awareness sessions for staff involved in supply chain processes to ensure understanding, compliance, and effective participation.
Support the SCM team and division during peak demand periods, staff shortfalls and ad-hoc project-related requirements.
Support the Bank and the SCM team in delivering innovative solutions to improve productivity, service levels and contribute to cost containment.
3. Procurement Execution
Procure goods and services to meet user requirements as per agreed service levels.
Manage and administer Request for Quotation process in line with policy, delegations and SLA
Manage and administer end-to-end Request for Proposal process in line with policy, delegations and SLA.
Manage and administer the order process in line with policy, delegations and SLA.
Manage and administer Order expediting and fulfilment.
Communicate contract award and impact to BU (stakeholders and change management).
Liaise and support with Legal and other relevant officials for the purposes of negotiation and contracting.
Maintain accurate records and files (manual & electronic) of all the quotation/tender data.
Maintain full compliance with defined policies, procedures, regulations and standards.
Address transactional queries, gaps in information, incorrect postings, GL, Material Groups, etc., when review and releasing PR and PO’s.
Monitor transactional data for the purposes of identifying and expediently resolving deviations and risks to business and policy compliance.
Prepare analysis, comparative schedules and recommendations to RFQ/RFPs for business unit consideration and decision making.
Guide and assist business unit decision-making and solutions supported by credible market research and industry practices.
Prepare quality reports and documentation for SCM consolidation and reporting.
Support supplier performance management by tracking the level of compliance with orders placed with suppliers.
Monitor supplier performance data with business units.
Assess and resolution of supplier queries.
Resolve errors on requisitions and purchase orders as required.
Investigate and address supply non-conformances – administering product defects and recalls.
Review and action open Requisitions and Purchase Orders as per the SLA.
File/archive all source documents about each transaction (these must be complete, accurate and accessible).
Monitor price increases and communicate changes as necessary.
Contribute to items master development (catalogue and supplier).
Ensure compliance with Procurement policies and procedures.
Implement, monitor, report and manage attainment of procurement metrics / SLA.
Support the team and Division with accessing and making available information timeously to Auditors and management in the correct format, content, completeness and accuracy.
4. Reporting
Report process performance against SLA and on procurement lead times.
Open Requisition lead-time (weekly).
Open Order lead-time (weekly).
Open GRV’s (weekly).
Supplier payment lead times (weekly).
Report on deviations (weekly):
retrospective transactions.
deviations from the process.
single source.
Provide a monthly report on RFQ’s and closed tenders.
Maintain trend analysis on procurement transactions (spend information) – report on non-contract spend, spend off contract and include recommendations to inform sourcing pipeline.
Prepare reports (SCM dashboard) for discussion with Business Units (Divisions) – as per the SCM
Dashboard (monthly).
Key Measurement Outputs
Procurement of quality goods and services at the best possible price and with policies.
Timely and accurate reporting.
Effective and efficient procurement and expediting of goods and services as per the service level agreement.
Performance management as per the service level agreement.
Supporting the transformation strategy.
Effective compliance with all governance requirements.
Effective, accurate and complete records management for audit purposes.
Clean audit.
KEY INTERNAL LIAISON RELATIONSHIPS:
Other Professionals in the SCM Unit.
Internal Clients and their representatives.
Technical Specialists.
Legal Unit – contracting, contract administration.
Internal Audit – governance.
Finance Unit – financial risk analysis, supplier payments.
KEY EXTERNAL LIAISON RELATIONSHIPS:
DBSA Clients – management of SCM performance against MOU.
Office of the AG – audits and governance.
DBSA suppliers and service providers
National Treasury – reporting and governance.
Expertise & Technical Competencies
QUALIFICATIONS & EXPERIENCE
Minimum Requirements:
Bachelor’s degree in Business, Engineering or Supply Chain Management related discipline with strong procurement/sourcing expertise.
A minimum of 5 years’ experience in tender management and/ or infrastructure procurement.
Experience in professional service providers’ procurement for construction and allied industries.
Exposure to supply chain management within the government environment is a minimum requirement, subject to the experience of the candidate.
A strong career track record in managing the supply chain management function within a large, complex organisation with multidimensional businesses for a minimum period of 3 to 5 years.
Strong understanding of and commitment to good corporate governance, supply chain management regulations and laws and other regulatory requirements, including the PFMA.
Working experience with the SAP Procurement module or a similar ERP system.
Detailed working knowledge of the PPPFA, supply chain regulations from the National Treasury, and BBBEE
MS Office proficient.
Desired Requirements:
Member of the Chartered Institute of Purchasing and Supply (CIPS) Level 4.
Experience in Construction/Infrastructure procurement.
TECHNICAL COMPETENCIES
a) Written communication
Understands that different writing styles are required for different documents or audiences.
Write effective correspondence, prepare questions and reports, statements of circumstance and briefing notes.
Review others’ documents for clarity and impact.
Has a solid mastery of writing principles such as grammar, sentence construction, etc.
b) Presentation skills
Can reinforce key presentation points with examples.
Is able to translate technical terminology into language understandable to the audience.
Has insight into the audience’s behaviour and motivation and responds appropriately and professionally, adapting communication style as appropriate.
c) Problem Solving
Identifies complex problems based on a broad range of factors, many of which are ambiguous or difficult to define.
While remaining guided by organisational values, identifies optimal solutions, thinking first in terms of possible approaches and flexibilities in the system vs. blind adherence to rules or procedures.
Implements solutions to complex problems, then evaluates the effectiveness and efficiency of solutions and identifies needed changes.
Solution and deadline oriented with the ability to manage bottlenecks effectively.
Ability to ensure all governance and compliance requirements are met with the aim of eliminating potential inappropriate and corrupt practices.
d) Stakeholder Management
Actively engages partners and encourages others to build relationships that support DBSA objectives.
Understands and recognises the contributions that staff at all levels make to delivering priorities.
Proactively manages partner relationships, preventing or resolving any conflict.
Adapts style to work effectively with partners, building consensus, trust and respect.
Delivers objectives by bringing together diverse stakeholders to work effectively in partnership.
e) Data Collection and Analysis
Skilled in the use of advanced/complex analytical techniques.
Is able to use judgment to decide upon the most appropriate analytical techniques according to the situation.
Recognises underlying principles, patterns, or themes in an array of related information, and determines whether additional information would be useful or necessary.
Through an in-depth understanding of the business environment, reviews outputs of analysis to identify anomalies and concludes, relating these to operational circumstances.
Can model a range of scenarios covering all potential business circumstances and highlight potential risks/opportunities.
f) Reporting
Designs / customises reports to meet user needs.
Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
Keeps standard reports under review and proposes improvements to meet user needs.
g) Planning and Organising
Plans and manages multiple priorities and deadlines.
Is relied on to help others plan and organise their workload.
Uses advanced time management processes effectively to deal with high workloads and tight deadlines.
Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and replanning
h) Financial Acumen
Makes sound financial decisions after having analysed their impacts on the organisation, partner agencies, and community.
Effectively prepares budgetary submissions and forecasts for own department.
Knows the internal and external factors that impact resource and asset availability.
Is able to interpret management account reports in an operational/commercial context and take action as appropriate to maximise revenues and control costs.
Required Personal Attributes
BEHAVIOURAL COMPETENCIES
a) Achievement Orientation
Delivers work on time and quality and follows through on agreed commitments.
Views new work experiences as an opportunity for growth.
Reacts immediately to overcome setbacks/or obstacles in order to meet goals. Recognises and acts upon current opportunity.
Make specific changes to systems and processes in order to improve efficiency and quality.
Formulates own objectives and action plans in order to achieve a measurable improvement in the future.
Implies an intention to persuade, convince, influence, or impress others (individuals or groups) in order to get them to go along with or to support own agenda.
The ability to adapt to and work effectively within a variety of situations, and with various individuals or groups. Flexibility entails understanding and appreciating different and opposing perspectives on an issue, adapting one’s approach as the requirements of a situation change, and changing or easily accepting changes in the job requirements or DBSA as a whole.
b) Attention to details
Double-checks the accuracy of information or work.
Ensure that the work produced doesn’t contain any errors.
Reflects a concern for monitoring and checking work or information for correctness/quality.
c) Conceptual and Analytical thinking
Uses knowledge of theory or of different past situations to look at the current situation.
Applies learned concepts across various situations.
Understanding a situation, issue, problem, etc. by breaking it into smaller pieces, or tracing the implications of a situation in a step-by-step way.
d) Customer service orientation
Makes self fully available, especially when the customer is going through a critical period.
Requests ongoing feedback from customers and takes action in response to it; manages to retain and capitalise on existing customers.
Takes the ‘extra step” to resolve customer issues appropriately, even in cases where they do not fall under their own area of responsibility.
Is aware of the level of service offered by the competition and provides more for customers than they expect.
Anticipating, meeting and exceeding the needs and expectations of customers. This implies working together with customers to build long-term relationships and focusing one’s efforts on delivering increased customer value. A customer may be an external customer or an internal customer/colleague within DBSA.
e) Decisiveness
Acts promptly to address urgent needs, taking quick decisions which need to be taken.
Assesses available information to reach a clear view of key options and selects the best option at the time.
Thinks on their feet when necessary.
Has the confidence and ability to take timely and appropriate decisions to further business objectives. It includes investing a level of effort which is appropriate to the decision at hand and ranges from taking routine decisions promptly to making decisions which may be risky or unpopular and require the use of judgment.
f) Integrity
Publicly admits having made a mistake.
Speaks out when it may hurt a trust relationship.
Ability to ensure all governance and compliance requirements are met to eliminate potential inappropriate and corrupt practices.
g) Self-awareness and self-control
Feels an impulse to do something inappropriate and resists it.
Resists temptations to act immediately without thinking, but does not take positive action.
Feels strong emotions 9such as anger, extreme frustration, or high stress) and holds them back.
Does not do anything but restrain feelings (does not act to make things better).
h) Strategic and Innovative thinking
Feels an impulse to do something inappropriate and resists it.
Resists temptations to act immediately without thinking, but does not take positive action.
Feels strong emotions such as anger, extreme frustration, or high stress) and holds them back. Does not do anything but restrain feelings (does not act to make things better).
Does not do anything but restrain.
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