SANRAL: Procurement Administrator

Job Description:

TOSANRAL Staff/ External
REPORTS TOProcurement Manager
GRADEC
SALARYMarket Related
LOCATIONWestern Region- 1 Havenga Str., Bellville
APPOINTMENT TYPEFixed- Term Contract (12 Months)
CLOSING DATE19 April 2022

Position Objective

This position is responsible for providing an effective and efficient administration service for all procurement functions and activities.

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Minimum Requirements

NQF Level 5 in Supply Chain Management or Procurement or Related qualification

At least three years relevant experience in Procurement or Supply Chain Management or related experience.
Knowledge of public procurement systems including the legal framework of the various regulatory institutions responsible for procurement and transformation

Workplace Competencies

• Good understanding of Procurement and SCM functions.
• Exceptional knowledge of related Public Procurement legislation and relevant SCM/Procurement practices.
• Good understanding of critical linkages and relationship between the business operational objectives and procurement models.
• Good communication skills (written and verbal).
• Ability to deal sensitively in multi-cultural environments and build effective working relations internally and externally

Key Responsibilities

Provide general administrative support across all SCM/Procurement functions and activities:
• Annual Procurement Plan (APP)
• Assist in updating procurement requirements and project activities quarterly
o Ensure record and safe keeping of the RFx documents i.e. RFQ, RFT and RFP.
o Administer and coordinate Tender advertisements and publishing of awards in the prescribed media platforms (Government Gazette, eTender, CIDB and SANRAL website).
o Consolidate queries at tender clarification meetings and ensure the recording of the proceedings.
o Communicate tender validity extensions to the contractors.
o Responsible for issuing, receiving CDs/tender documents.
o Keep record of tenderers that collected tender documents/CDs.
o Recording of tenders received and maintaining proper records of tenders received register.

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Administer and Support Evaluation and Adjudication of Tenders:
o Conduct Tender Opening procedure
I. Tender Register
II. Compliance Check
III. Publication of Bid Responses on SANRAL website
o Assist with administrative compliance on RFQs, RFPs and RFTs and present to BEC for further evaluation.
o Assist with preparation of Bid Evaluation Report for approval by BEC.
o Assist with preparation of Award Memo/Report for approval by delegated Executive, RBAC, MBAC or Contracts Committee.
o Assist in the preparation and sending of Award Letters to successful tenderers.
o Compile all the regret letters to unsuccessful tenderers.
o Assist with the Opening of quotations.

Submit documentation for Vendor Registration to Head Office.
o Verify regional vendor master on regular basis.

Key Responsibilities cont…

Provide an effective secretariat and administrative support function for the SCM/Procurement activities:
o Coordinate bid committee meetings, the booking of boardrooms, and all other logistic arrangements for members.
o Prepare and distribute agendas, minutes and packs for Bid Committee meeting, in advance according to the agreed timeframes.
o Ensure that Bid Committees (BSC, BEC, RBAC & MBAC) meetings are scheduled in advance and that all internal stakeholders and members of the committees are notified timeously of the meeting dates.
o Receive approved and signed Memos from RBAC and/or BEC (HO) Chairperson and scrutinize the document to check for completeness and compliance to MBAC requirements.
o Administer the process of ensuring that unresolved or outstanding Bid Committee issues are followed-up and resubmitted for approval according to the agreed timeframes.
o Maintain an accurate filing system of all documentation and resolutions of the BSC, BEC, RBAC, MBAC and CC.
o General Administrative duties as per departmental requirements.
• Provide Administrative Support to Contracts and Supplier Performance Management Function:
o Assist end-users with the performance assessments of suppliers (non-engineering).
o Assist in preparation of supplier performance management reports.
o Administration and oversight of appropriate measures for non-performance or underperformance of suppliers for both engineering and non-engineering services.
o Assist with preparation and submission of properly authorized engineering and construction deviations destined for approval by National Treasury.
o Update relevant business systems with performance information.

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Key Responsibilities cont…

Establish and Timely update the following registers:
o Contracts awarded (Tenders & Quotations)
o Variations
o Deviations (combine with regional input)
o Contract extensions
o Claims
o Disputes
o Cancellation / Termination
o Inform users timeously of contract end to ensure timeous procurement process
o BBBEE certificate register
• Documentation Management Services:
o Continuous update of comprehensive checklist for tracking and monitoring documentation control if required.
o Administration of an appropriate Document Management system.
o Self-checking and auditing of quotation and Tender files for completeness of information for the life-cycle of a project.
o Ensure procurement contain all the information as per the checklist.
• Contribute towards identification and elimination of risks and audit findings associated with the operation of a Procurement Office:
o Assist in identifying areas of risk and non-compliance and propose ways to mitigate such.

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How To Apply:

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Closing date: 19 April 2022

Employment Reference Checks

Please note that employment reference checks are a requirement as part of SANRAL’s recruitment and selection process. In order for SANRAL to conduct these checks a consent form needs to be completed and signed by the applicant. As an applicant of this position, you authorize SANRAL to process all the information provided for the purpose of your application for the position as well as the verification and record keeping of such credentials.
Please note that this is a confidential document and is intended for internal use by SANRAL’s Human resources department only.

Employment Equity

Appointments will be made in accordance with SANRAL’s Employment Equity plan.
SANRAL reserves the right not to fill any position

Please note that communication will be limited to shortlisted candidates only. If you have note heard from us within 21 days after the closing date, please consider your application as unsuccessful.

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