ELISE TEOFELUS

• In consultation with various Business Units and the Head of the Procurement Management Unit led the development of the Social Security Commission Annual Procurement Plan.
• Compiled the Quarterly Procurement Report detailing progress on implementing the Annual Procurement Plan, for submission to the Procurement Policy Unit.
• Facilitate bid clarification meetings with bidders and bid opening sessions
• Preparation of a variety of procurement-related communications and reports such as: Quarterly procurement reports and Monthly Emergency procurement reports, Monthly reports on all PMU activities to EXCO including Bid Evaluation Committee proceedings reports, Procurement reports to the SSC Board of Commissioners for transactions above N$500,000.00, Executive summary of bid evaluation reports, Notification of award letters, Award letters and Bid cancellation letters, Appointment letters to internal procurement structures, Responses to bidders/and provide briefing to bidders following requests for reconsideration, Report to EXCO representing an analysis of the procurements actioned against the approved procurement plan and budget, Request for Exemptions letters to the Minister of Finance, Request for advice/guidance letters from the Procurement Policy Unit
• Assisted the Procurement Manager/Head Procurement Management Unit in managing identified procurement risks by implementing risk-mitigating actions throughout the procurement process.
• Safeguarded compliance with the Public Procurement Act and its Regulations, including directives, guidelines, and guidance notes, as well as other applicable legislation to ensure that all procurement activities conducted by the Social Security Commission are carried out in compliance with the applicable legislative frameworks.
• Analyzed legislative changes for policy implications and assisted the Procurement Manager with effecting changes to internal procurement policies and procedures.
• Facilitated cross-functional trainings /workshops/briefings with internal stakeholders as well as facilitated briefing sessions with bidders.
• Managed relationships with various internal and external procurement stakeholders by facilitating smoother procurement processes.
• Managed bid evaluation processes by overseeing Bid Evaluation committee proceedings and compiling bid evaluation reports.
• Suppliers' relationship management, and identification of new cost-effective suppliers
• In collaboration with the ICT Department, drove digital transformation efforts by contributing to the requirements, design and testing of automating various procurement systems.
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• Carry out financial analysis to make informed decisions when it comes to selecting suppliers and managing inventory levels which in turn helps identify cost savings opportunities, mitigate risks, and improve supplier relationships
• Creating requisitions, issuing of Purchase Orders and subsequent invoice capturing
• Drawing reports from the accounting system for financial analysis
• Drafting contracts for the SSC's legal division vetting and the subsequent parties' signature and ensuring that all security instruments, when needed, are provided
• Suppliers performance monitoring such as fulfilment of delivery schedule, quality of goods or services delivered, compliance with contractual terms and conditions, etc
• Contract amendments or extension, maintenance of the contract file, handling security instruments, Preparation of Contract variations for approval before variations can be actioned
• Worked closely with finance team to manage budgets effectively.
• Collaborated cross-functionally to ensure alignment of procurement activities.
• Coordinated purchase orders with internal teams for seamless operations.
• Resolved disputes with vendors quickly, maintaining good working relationships.
• Established long term partnerships with reliable vendors, ensuring consistent supply and strategic alliances.
• Reduced risk in supply chain through diligent vendor management.
• Streamlined procurement processes for increased efficiency.
• Developed supplier performance evaluation program for improved service quality.
• Streamlined communication between department and suppliers for smoother transactions.
• Identified cost reduction opportunities by conducting market research.
• Maintained accurate records of purchases and pricing, ensuring transparency.
• Ensured compliance with company policies by conducting regular audits.
• Implemented new procurement strategies, enhancing overall business performance.
• Sourced and verified quotations from suppliers before initiating purchase processes.
• Worked with department heads to determine requirements for procurement activities.
• Coordinated with inventory control to determine purchasing needs with high degree of accuracy.
• Analysed and developed procurement plans with cost-effective solutions and increased purchase power.
• Minimised customer complaints by verifying procured items met required quality standards.
• Reviewed proposals and submitted reports to procurement heads for selection.
• Advised and guided management teams on decision-making, enabling cost-effective tendering processes.
• Evaluated procurement processes and used results to improve workflows and procedures.
• Ensured business continuity, using local suppliers to minimise risk of supply chain disruptions.
• Accurately anticipated future customer demand through predictive analysis of historical data.
• Mentored and motivated junior procurement staff to consistently meet and exceed department KPIs.
• Kept up-to-date knowledge and complied with purchasing and contracting regulations.
• Assisted with staff development by implementing effective, hands-on training programmes for new employees, maximising performance and engagement from day one.
• Negotiated contract terms and awarded supplier contracts to achieve optimum business profits.

Was delegated with the operational management of the procurement division (Procurement Management Unit) and the execution of all duties that fall within the ambit of the Procurement Manager

• Formed part of several CPBN Bid Evaluation Committees (BEC) as a member/Chairperson
• For bids evaluation that I was part of, assisted CPBN administration in providing responses, debriefings and attending to applications for reconsideration and reviews from unsuccessful bidders, which also includes attendance of Review Panel hearings together with CPBN Legal and administration team

• Carried out all procurement activities and processed purchase orders
• Managed the records of all the NQA's procurement-related documents
• Capturing accounts payable invoices on SAGE Accounting/ERP system and monthly accounts reconciliations
• Prepared foreign transaction payment documents for submission to the bank
• Was actively involved in the review and implementation of the NQA's procurement policy and procedures
• Successful migration from Pastel Partner to Pastel Evolution Practitioner accounting system with minimal disruption in day-to-day operations
• Reviewed invoices against orders to confirm accuracy before payment approval.
• Enhanced supply chain efficiency by streamlining the ordering process.
• Dealt with supplier issues promptly, ensuring uninterrupted workflow in the organisation.
• Improved lead-times by establishing strong communication lines with suppliers.
• Implemented risk management strategies in procurement activities to avoid delays or losses.
• Managed complex procurement projects to ensure timely delivery of products.
• Participated in tendering processes, securing best deals for the organisation.
• Produced purchase orders accurately, reducing discrepancies and errors in the process.
• Monitored supplier performance through regular audits for continual improvement in service quality.
• Accurately reconciled and processed expense reports for [Number] employees.
• Used pa accounting method to deliver compliant and consistent account management.
• Totalled up revenue from different sources to create full picture of income.
• Maintained chart of accounts tracking assets, liabilities, equity, revenue and expenses.
• Monitored accounts payables and receivables to proactively spot and handle problems.
• Navigated various accounting systems and followed different accounting techniques to meet company standards.

• Stock Control/Storekeeping, Accounts Payables, Purchasing & General Administration duties
• Coordinated staff members travelling logistics, (flight tickets, airport transfers & accommodation bookings)
• Reviewed purchase requisitions and orders for accuracy, maintained orderliness in processes.
• Ensured compliance of purchase orders to company policies, ensured integrity in procurement processes.
• Coordinated with finance department for timely payment of invoices, strengthened vendor relationships.
• Planned logistics across international boundaries to reliably meet delivery requirements.

• Optimised supply chain processes with vendor negotiations.