Senior Admin Officer: Acquisition Management (SCM)Cape Town Regional Office

Requirements

• A minimum of three-year tertiary qualification (NQF Level 06) / National Diploma in Supply Chain Management / Purchasing Management / Public Administration / Procurement or related qualification.
• Relevant working experience in Supply Chain Management within Acquisition Unit (Tenders).
• Coaching and Mentoring.
• Experience in Construction or Infrastructure Procurement will be an added advantage.
• Valid Driver’s licence.
• Knowledge of Supply Chain Management Framework, procurement related legislation and regulations, including the Public Finance Management Act, Code of Conduct for Supply Chain Management Practitioners, Treasury Regulations and Preferential Procurement Policy Framework Act, CIDB Act, CIDB Regulations and CIDB Practice Notes and Guides.
• Understanding government procurement systems and processes within the built environment is essential.
• Good verbal and written communication skills, the ability to manage confidential information, advanced interpersonal and negotiation skills, problem solving skills, decision making skills and computer literacy are critical competency areas.
• The ability to work and deliver under pressure and within tight time frames is essential.
• Prepared to travel; willing 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.
• Collect and collate information for the Department Annual Procurement Plan, collect information from the relevant units according to the prescribed template.
• 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.
• Ensure the effective management of Demand Management, Acquisition Management and Contract Management processes.
• Coordinate input in the Demand Management Plan.
• Ensure that procurement is in line with the approved Demand Plan.
• Assist in compilation of Terms of reference, Specifications and Bid Documents.
• Lead the tender/bid briefing sessions.
• Review tender documents before placing advert to relevant media platforms.
• Serve as member of Bid Specification Committee and Bid Evaluation Committee.
• Provide secretariat support to the Bid Adjudication committee.
• Monitoring of validity period of closed tenders.
• 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.
• Drafting of appointment letters and inform bidders of the outcome of the bid after the finalization of the bidding process.
• Ensure awarded bids are published and update Contract Register.
• 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.
• 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.
• Ensuring performance development and performance management of staff.

How to apply

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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 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.
• 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.
• 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.