Administration Clerk: Printing Outsourcing

Requirements

• A Grade 12 certificate.
• A three-year Degree in Supply Chain Management, NQF5 certificate in contract management plus 2 years’ Experience in Supply Chain Management field will be an added advantage.
• Other:
• Understanding of all relevant Supply Chain Management legislative framework, regulations and prescripts.
• Basic understanding of the PFMA, PPPFA, Financial Framework, Contract Management Framework, Supply Chain Management Framework, Treasury Regulations, GRAP, BBBEE) and understanding of all Public Service regulations and departmental policies and procedures.

Duties

• Render effective and efficient administration support in the process of printing outsourcing:
• Provide administration support in the process of printing outsourcing in accordance with all relevant prescripts, policies, and procedures.
• Check and verify contract printers quotes and invoices are in accordance to contract tariffs.
• Keep record of daily monitoring of printing contracts (working progress, etc).
• Verify GPW specifications in line with the printing contract.
• Liaise with external contractors and government departments (national and provincial) to ensure smooth-running and correct printing outsourcing.
• Render support with the preparation of quotations:
• Check and verify quotations are prepared in line with the required specifications.
• Accurate recordkeeping and filing of quotations.
• Render administrative support in the quality control and inspections processes:
• Keep record of quality control and inspections, and risks identified.
• Coordinate with relevant stakeholders to monitor the quality, accuracy and timely delivery of printing products in accordance with agreed specifications and deadlines.
• Administration, recordkeeping, and reporting:
• Provide support services to the Division such by keeping proper records system, photocopying, scanning, and filing and organising of documents.
• Proper keeping of personnel records, maintaining of the leave register for the section.
• Accurate reporting on time when required.
• Participate in the review and updating of standard operating procedures:
• Incorporate approved changes into SOPs in consultation with the supervisor.
• Review existing SOPs and identify outdated, unclear or missing information.
• Provide input on operational challenges and proposed improvements to existing SOPs.
• Maintain records of reviewed and updated SOPs for reference and compliance purposes.
• Service Standard and Monitoring of Suppliers.
• Assist with all monitoring and performance assessment of contracted suppliers on good and services delivered to be in line with the Contract Management Framework.
• Report any poor quality of service directly to the Contract Management unit

How to apply

New to the Z83 form? Read the application guide.

Enquiries

Notes from the department

• All attachments for online applications must include an application form (Z83) and detailed CV combined in one PDF or attachment.
• Pictures/Snapshot, Zipped, IMG and JPEG documents will not be accepted.
• Indicate the correct job title and the reference number of the post on the subject line of your email.
• Use the correct email address associated with the post.
• Failure to do so, your application will be disqualified.
• Applications quoting the relevant reference number must be submitted on the new form Z83, obtainable from any Public Service Department or on the internet at www.gov.za/documents.
• Received applications using the incorrect application for employment (old Z83) will not be considered.
• Each post(s) advert must be accompanied by its own application form for employment and must be fully completed, initiated and signed by the applicant.
• Only shortlisted candidates will be required to submit certified copies of qualifications and other related documents on or before the day of the interview following the communication from Human Resources and such qualification(s) and other related document(s) will be in line with the requirements of the advert and duly certified.
• The Department does not accept applications via fax.
• Applicants who do not comply with the above-mentioned instructions/ requirements, as well as applications received late will not be considered.
• Failure to submit all the requested documents will result in the application not being considered.
• Correspondence will be limited to shortlisted candidates only.
• 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 panel shall score both technical exercises as an additional criterion in the interview process.
• If you have not been contacted within eight (8) weeks after the closing date of this advertisement, please accept that your application was unsuccessful.
• Suitable candidates will be subjected to a personnel suitability check (criminal record, citizenship, credit record checks, qualification verification and employment verification).
• Please note by responding to the advertisement, you consent to the collection, processing, and storing of your Personal Information in accordance with the Protection of Personal Information Act (POPIA).
• Your information will be used solely for the purpose of this process and will not be shared with third parties without prior consent unless required by law.
• The Department reserves the right not to make any appointment(s) to the below advertised post(s).
• The successful candidate will be required to enter into an employment contract and a performance agreement.
• The Department is an equal opportunity affirmative action employer.
• It is the Department’s intention to promote equity (race, gender and disability) through the filling of this post(s).