Administration Officer: Acquisition Management (SCM)

What you will need

• A minimum of three-year tertiary qualification (NQF Level 06) / National Diploma in Supply Chain Management/ Procurement/ Public Management/Public Administration/Logistics or related.
• Valid Driver’s Licence Knowledge of: Thorough knowledge and understanding of government procurement systems and relevant legislation
• Supply chain management
• Management of databases
• PFMA
• PPPFA
• Supply Chain policies and procedures
• Treasury Regulations and BBBEE Acts
• Monitoring and evaluation theory and methodology
• Monitoring and evaluation systems. 152 Skills: Good verbal and written communication skills
• Basic numeracy
• Advanced interpersonal and diplomacy skills
• Problem solving skills
• Decision making skills
• Statistical skills
• Computer literacy
• Problem solving skills
• Presentation skills
• Planning and organising skills
• Ability to work independently and under pressure.
• Personal Attributes: Analytical thinking
• Innovative
• Creative
• Resourceful
• Ability to work under stressful situations
• Ability to communicate at all levels
• People orientated
• Able to establish and maintain networks
• Trustworthy
• Assertive
• Hard-working
• Self-motivated
• Ability to work independently.
• Must be prepared to adapt work schedule in accordance with office

Experience

Relevant years of working experience in Supply Chain within Acquisition Management.

Driver's licence

Valid Driver’s Licence Knowledge of: Thorough knowledge and understanding of government procurement systems and relevant legislation

Skills and competencies

• Monitoring and evaluation systems. 152 Skills: Good verbal and written communication skills
• Advanced interpersonal and diplomacy skills
• Problem solving skills
• Decision making skills
• Statistical skills
• Presentation skills
• Planning and organising skills

Key responsibilities

• Provide admin support in the research and needs analysis for the Department.
• Provide guidance to End-Users/Project Managers on testing the markets.
• Lead the process of alignment of budgets with department objectives and Annual Performance Plans.
• Consolidation of Procurement Plans and report monthly to Head Office.
• Assist in the consultation with relevant stakeholders to determine challenges, opportunities and risks.
• Identify the frequency of needs and analyse the identified needs in line with the supply chain strategy and collect data commodity analysis and checking for alternatives.
• Provide support in the determination and development of procurement proposals for implementation based on the results of the research.
• Collect and collate information for the Department Annual Procurement Plan, collect information from the relevant units according to the prescribed template.
• Check and analyse the submitted information, confirm availability of budget.
• Consolidate the information into procurement plan.
• Provide support in the process of drafting specifications, advice whether specifications should contain special conditions.
• Assist in identifying and implementation of preference points system, track all movements of specification and terms of reference submission.
• Provide an appropriate response to internal and external stakeholders.
• Provide secretariat support to the relevant Bid Committees.
• Responsible for demand, acquisition and contract management.
• Ensure full compliance to all acquisition, demand management and contract management prescripts, policies, practice notes and delegations of authority.
• Develop and maintain internal control measures for procurement.
• Ensure the effective management of demand, acquisition and contract processes.
• Compile and consolidate the demand management plan, acquisitions management and contract management reports.
• Coordinate input in the Demand Management Plan.
• Ensure that procurement is in line with the approved demand plan.
• Ensure effective utilisation of the CSD.
• Manage acquisition including BID administration.
• Assist in compilation of Terms of reference, Specifications and BID Documents.
• Provide secretariat support to the BID committees and provide the administrative duties during the tender/bid briefing sessions.
• Provide assistance in the review of the scope of the Terms of Reference (TOR).
• Assist with the monitoring of validity period of closed tenders.
• Assist in the co- ordination and execution of the bidding process-: Arrange and attend bid Evaluation committee meeting.
• Management of the bid processes and ensure effective functioning of all Bid Committees.
• Management and effective utilisation of Transversal Contracts and Participation contracts.
• Manage the process of sourcing of quotations.
• Ensure proper document control and documentations.
• Implement and Oversee Risk and performance management strategies in the supply chain management unit.
• Identify and mitigate risks within the unit.
• Ensure that all administrative matters, correspondence and complex enquiries are attended to promptly.
• Assist in the compiling of monthly SCM performance reports.
• Compilation /verification of all monthly SCM reports.
• Ensure implementation and compliance of the Instruction Notes as issued by National Treasury as well as Departmental SCM Policy.

Additional details

• Grade: National

How to apply

for the position of Administration Officer: Acquisition Management must be emailed to: [email protected] 153

• Email: [email protected]
• Enquiries: Mr M. Sozombile
• Telephone: (021) 402 2250

Please note

• Applications must quote the relevant reference number and consist of: A fully completed and signed Z83 form and a recent comprehensive CV.
• Submission of copies of qualifications, Identity document, and any other relevant documents will be limited to shortlisted candidates only.
• All non-SA citizens will be required to submit proof of permanent residence in South Africa when shortlisted.
• Personnel suitability checks will be done during the selection process.
• Applicants could be required to provide consent for access to their social media accounts.
• Correspondence will be limited to shortlisted candidates only.
• If you have not been contacted within 1 month of the closing date of this advertisement, please accept that your application was unsuccessful.
• In the pursuit of diversity and redress, appointments will be made in line with the DSBD EE Plan.
• All shortlisted candidates, including the SMS, shall undertake two pre-entry assessments.
• One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements and the other must be an integrity (ethical conduct) assessment.
• Selection panels shall score both technical exercises as an additional criterion in the interview process.
• The successful candidate will be required to sign a performance agreement within three months of appointment, as well as complete a financial interest declaration form within one month of appointment and annually thereafter.
• The Department reserves the right not to fill or withdraw any advertised post.