Administration Officer: Demand Management (SCM)

Requirements

• A minimum of three-year tertiary qualification (NQF level 06)/ National Diploma in Supply Chain Management/ Procurement/ Public Management/ Public Administration or related.
• Relevant years of experience in Supply Chain Management within Acquisition Management.
• 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.
• 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 requirements.

Duties

• 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 on organs of state.
• 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

How to apply

New to the Z83 form? Read the application guide.

Enquiries

Notes from the department

• Applications must be submitted on the prescribed Z83 application form (obtainable from any Public Service Department or on the DPSA website link: https:/www.dpsa.gov.za/newsroom/psvc/, which must be signed, initialled and dated by the applicant, and must be accompanied by a detailed curriculum vitae (CV) only.
• Candidates are not required to submit certified copies of qualifications and related documents on application.
• Only shortlisted candidates will be required to submit certified copies of qualification and other related documents on or before the date of interview, which should not be older than six months.
• Should an application be submitted using incorrect/old Z83 application form, such an application will be disqualified.
• Further take note of the following on completion of Z83 application form:
• PART A and PART B must be fully completed.
• PART C - PART G:
• Noting that there is a limited space provided applicants may refer to CV or indicate.
• This will be acceptable as long as the CV has been attached and provides the required information.
• Page 1 of the Z83 application form must be initialled and page 2 signed and dated by the applicant.
• Failure to comply with the above instructions may result in an application being disqualified.
• Applicants applying for more than one advertised post must submit separate Z83 application forms and CVs in respect to each post being applied for.
• Should an application be received where an applicant has applied for more than one posts on the same Z83 application form, the applicant will be considered for the first post indicated on the Z83 application form only.
• Applications will be received via post/courier services, hand deliveries or email.
• Late applications will not be considered.
• Regulation 57 (c) and 67 (9) of the Public Service Regulations 2016, as amended, requires the executive authority to ensure that he or she is fully satisfied of the claims being made and the finalisation of Personnel Suitability Checks in order to verify claims and check the candidate for purpose of being fit and proper for employment, respectively.
• Shortlisted candidates must be willing to undergo normal vetting and verification processes.
• Note:
• It is the responsibility of all applicants to ensure that foreign qualifications are evaluated by SAQA.
• Due to large volume of responses anticipated, receipt of applications will not be acknowledged, and correspondence will be limited to shortlisted candidates only.
• Should you not have heard from us within three months from the closing date, please regard your application as unsuccessful.
• Entry level requirements for SMS posts: in terms of the Directive on Human Resource Management and Development on Public Service Professionalisation Volume 1 a requirement for appointment into SMS posts is the successful completion of the Senior Management Pre-Entry programme as endorsed by the National School of Governance (NSG).
• The course is available at the NSG under the name Certificate for entry into SMS and the full details can be obtained by following the below link: https: www.thensg.gov.za/training –course /sms-pre-entry programme/.
• 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.
• All shortlisted candidates for SMS posts will be subjected to a 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.
• Note:
• For emailed applications, please submit a single PDF document or one attachment per application to the email address designated on the specific position.
• Kindly note that the emailed applications and attachments should not exceed 15MB.
• It remains the candidate’s responsibility to ensure that their application is successfully submitted using the required single pdf document.
• Encrypted document will not be accepted.
• All though an email application option is available, applicants are encouraged to hand deliver their application.
• Important:
• Applicants must submit a separate application for each post applied for, clearly indicating the correct reference number and post title on each application.
• Applicants who apply for more than one post must submit a separate application for each post.
• Failure to comply with this requirement may result in the application not being considered.