About the Role
The Department of Public Works and Infrastructure is seeking an Administration Clerk focused on Contract Management to join their dynamic team in Pretoria. This role plays a crucial part in supporting the efficient administration of contract agreements, ensuring that they are managed effectively to benefit the community and uphold public service standards. As an Administration Clerk, your contributions will directly impact the operational success of the department, enabling the smooth execution of contracts that are vital for various public projects.
In this role, you will be responsible for clerical support related to contract management, which includes preparing motivations for contracts, ensuring compliance with relevant legislation, and maintaining accurate records. This position is significant as it ensures that the community receives the best quality services through managed contracts, ultimately enhancing the public service delivery in the region.
About the Department
The Department of Public Works and Infrastructure is committed to the effective management and maintenance of public infrastructure in South Africa. Their mission is to provide efficient support services that contribute to national development and social cohesion. Working here means being part of an essential team that plays a pivotal role in shaping the nation’s infrastructure landscape, which in turn fosters economic growth and community development.
What You’ll Do
- Provide administrative support in managing contract agreements and motivations.
- Prepare and submit accurate invoices for contractor payments.
- Compile submissions for legal drafting of service level agreements (SLAs).
- Monitor and ensure compliance with service level agreements and relevant policies.
- Track contract performance and ensure all obligations are met.
- Maintain detailed records of contracts and related documents.
- Assist with logistical support and manage personnel records.
- Compile basic reports on contract status, performance, and compliance.
What You’ll Need
- A Grade 12 certificate.
- A three-year Degree in Supply Chain Management.
- At least 2 years of experience in the Contract Management field.
- An NQF Level 5 certificate in contract management is an added advantage.
- Understanding of Supply Chain Management legislative frameworks and regulations.
- Familiarity with the Public Finance Management Act (PFMA) and other relevant policies.
How to Apply
Please refer to the application instructions below.
Requirements
A Grade 12 certificate.A three-year Degree in Supply Chain Management, plus 2 years’ Experience in Contract Management field will and NQF5 certificate in contract management be an added advantage, knowledge of contract Management framework and administering of contract register will be 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 27 Regulations, GRAP, BBBEE) and understanding of all Public Service regulations and departmental policies and procedures.
Job Duties
Provide clerical support in the administering of contract agreements: Prepare motivations for contracts and provide inputs for motivations to the Manager.Ensure accurate invoices of contractors for submittance to the Assistant Director for approval of payment by the Director when orders are delivered.
Compile submissions to Legal for drafting of SLA and addendums.
Provide clerical support in the monitoring of service level agreements: Ensure that service level agreements are in line with all relevant legislation, regulations and GPW prescripts, policies, and procedures.
Ensure that contracts are properly executed, maintained, and updated by tracking contract performance, monitoring contract compliance, and ensuring that contractual obligations are met.
Monitor and check the validity period of the Contracts/ Service Level Agreements (SLA’s) to ensure the extension/renewal of SLA’s before it expires, if required.
Provide efficient administration support services for the Sub-division: Render assistance with logistical support, the ordering and issuing of stationary, etc.
Proper keeping of personnel records.
Number of contracts on which price adjustments were done due to CPI increase or PSIRA yearly increase.
Number of contract expiry flagging letters communicated to the end-user.
Update and maintain contract registers of service providers: Ensure uploading, accurate reporting and recordkeeping of all contract information appear in the Automated Contract register in the Sub- directorate as required.
Maintain all contract-related documents, including creating, organizing, and filing of documents.
Compile basic reports related to contract management, including contract status, performance, compliance, and risks.
Assist with all contractual activities as governed by the Contract Management Framework throughout the contract life cycle including service reviews and inception meetings.
