About the Role
The Department of Health is seeking an Administration Clerk to join its team in Pretoria. This vital role involves providing effective administration support in the process of printing outsourcing, ensuring that all operations run smoothly and efficiently. By working closely with both external contractors and various government departments, the Administration Clerk will contribute significantly to the quality of public service that South Africans rely on, thereby making a meaningful impact on the community.
In this position, you will be responsible for various administrative tasks, including verifying contract printers’ quotes, maintaining accurate records, and ensuring quality control processes are adhered to. The role is not just about paperwork; it’s about cultivating a network of reliable relationships and delivering essential services that support the broader objectives of the department. Your efforts will play a crucial part in maintaining the integrity and effectiveness of the government’s printing processes, fostering a better experience for all stakeholders involved.
About the Department
The Department of Health is tasked with overseeing and implementing health-related policies and programs across South Africa. Its mission is to promote and protect the health of all citizens through strategic planning, quality service delivery, and equitable access to healthcare. Working in this department means being part of a dedicated team that is committed to improving the health and well-being of communities nationwide. Your role as an Administration Clerk will support this mission, ensuring that administrative processes are seamless and efficient.
What You’ll Do
- Provide administrative support in the process of printing outsourcing, ensuring compliance with relevant prescripts and policies.
- Check and verify contracts, quotes, and invoices to ensure accuracy and adherence to contract tariffs.
- Maintain records of daily monitoring on printing contracts, including progress updates.
- Liaise with external contractors and government departments to facilitate smooth operations.
- Assist with the preparation and verification of quotations, ensuring compliance with specifications.
- Keep detailed records of quality control and inspections, identifying risks and coordinating with stakeholders.
- Maintain accurate documentation and filing systems for personnel records and other administrative tasks.
- Participate in the review and updating of standard operating procedures to enhance operational efficiency.
- Monitor and assess the performance of contracted suppliers, reporting on service quality as required.
What You’ll Need
- A Grade 12 certificate is essential.
- A three-year Degree in Supply Chain Management or an NQF5 certificate in contract management is preferred.
- At least 2 years’ experience in the Supply Chain Management field is advantageous.
- A solid understanding of relevant legislative frameworks, regulations, and public service policies.
- Basic knowledge of the Public Finance Management Act (PFMA), Treasury Regulations, and BBBEE principles.
- Strong administrative skills, attention to detail, and the ability to coordinate effectively with various stakeholders.
How to Apply
Please refer to the application instructions below.
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.
Job 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 28 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
