Admin Officer: Tender Administration and Vetting

Requirements

• An undergraduate qualification at NQF 6 or 7 as recognised by SAQA in Supply Chain Management/Economics/Accounting/ Logistics.
• A minimum of 1-2 years’ experience in Supply Chain Management environment.
• A valid driver’s license.
• Competencies:
• Knowledge of the Public Service Regulatory Framework, knowledge of the department Strategy, knowledge of the SCM policy and procedures, in depth knowledge of the Public Finance Management Act, Treasury Regulations’ Financial Delegations and Risk Management.
• Knowledge of Accounting Standards.
• Skills:
• Communication, computer literacy, analytical and report writing Attributes:
• Team player, able to work independently, professional, confidential. ability to work under pressure and Quality-driven.

Duties

• Prepare advertisement of invitation to tender on the CIDB iTender/Register of Projects and/or on the Government Tender Bulletin and/or in suitable media.
• Make tender documentations available.
• Supply tender documents, collect deposits and issue receipts.
• Compile register of documents issued.
• Provide for a dedicated, clearly marked tender box.
• Record all tenders that were received late.
• Open each tender in line with procurement specification document.
• Mark is relevant documentation in line with the Departmental Construction Procurement Procedures.
• Publish the names of all tenderers that submitted on time on the Departmental website.
• Verify that all documents are included in the tender proposal and that documents are completed accurately and signed off by the tenderer.
• Verify the tax compliance status, BBBEE status, declaration of interest and that bidder is not listed in the database of restricted suppliers or the register for tender defaulters.
• Confirm that joint venture contracts are included and signed [where applicable] and the registration of sub-contractors.
• Confirm that the required documentation in terms of professional registration has been provided.
• Prepare schedule indicating which tenders are not responsive and the reasons for a tender to be non-responsive.
• Collect all relevant vetting forms.
• Validate correctness of data on vetting forms.
• Undertake physical vetting processes, Extract a list of all suppliers that provide professional consulting services and contractor services on a recurring basis.
• Validate the correctness of their information on the Supplier Data Base in terms of addresses, bank details, tax clearance certificates, Broad Based Black Economic Empowerment Verification Certificates, etc.
• Communicate with all Service Providers on the database to update their information where required.
• Administer updating of correct information for Contractors and Professional Service Providers on the Supplier Data Base Develop and maintain filling systems in the unit.
• Record, organise, store, capture and retrieve correspondences and data.
• Draft submissions, memos and letters.

How to apply

New to the Z83 form? Read the application guide.

Enquiries

Notes from the department

• Applicants must complete the online Z83 and attach a comprehensive Curriculum Vitae (CV).
• All other documents are submitted by shortlisted candidates).
• The selection process will be guided by the EE targets of the employing department.
• The Employment Equity targets will be taken into consideration during the selection process.
• It is the Department’s intention to promote equity (race, gender and disability) through the filling of this post(s).
• The employment decision shall be guided by the Department’s Employment Equity Plan.
• The Department is committed to promoting employment equity, including race, gender and disability representation, through the filling of this post(s).
• Accordingly, the transfer, promotion or appointment of candidates should contribute towards improving representativity and achieving the numerical targets set out in the Department’s Employment Equity Plan.
• In line with the Department’s Employment Equity Plan, People With Disabilities are encouraged to apply.
• To apply for the below position, please apply online at https://jobs.gauteng.gov.za.
• Only online applications will be considered and for general enquiries please contact Human Resource on 076 521 4118/076 942 4090.
• All shortlisted candidates, including SMS, shall undertake two pre-entry assessments.
• One must be a practical exercise, 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.
• Only shortlisted candidates will be requested to submit certified copies of qualifications not older than six (06) months, identity document and valid driver’s license (where driving/travelling is an inherent requirement of the job).
• It is our intention to promote representivity (race, gender and disability) in the Public Service through the filling of this post and candidates whose transfer/promotion/appointment will promote representivity will receive preference.
• It is the Department’s intention to promote equity through the filling of all numeric targets as contained in the Employment Equity Plan.
• To facilitate this process successfully, an indication of race, gender and disability status is required.
• It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualifications Authority (SAQA).
• The Department reserves the right not to appoint.
• If you do not receive any response from us within 3 months, please accept your application was unsuccessful.
• All shortlisted candidates for SMS posts will be subjected to technical exercise and interview.
• Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity.