About the Role
The Department of Transport and Public Works is seeking an Administration Officer: Demand Management (SCM) to join its dynamic team at the Cape Town Regional Office. This position plays a vital role in ensuring effective procurement and supply chain management within the department, directly influencing the quality and efficiency of public services in the communities we serve. By facilitating research and needs analysis, the Administration Officer will support project managers and end-users in aligning budgets with departmental objectives, ultimately contributing to the betterment of infrastructure and services across Cape Town and beyond.
In this role, you will be at the forefront of managing demand, acquisition, and contract processes, ensuring compliance with all relevant policies and regulations. Your efforts will not only streamline procurement but also enhance collaboration among stakeholders, addressing challenges and seizing opportunities that arise in our ever-evolving environment. This is an excellent opportunity for individuals who are passionate about public service and wish to make a meaningful impact in their community.
About the Department
The Department of Transport and Public Works is dedicated to promoting mobility, accessibility, and sustainability across the Western Cape. With a mandate to provide efficient transport services and infrastructure, the department plays a crucial role in enhancing the quality of life for all residents. Working here means being part of a committed team that strives for excellence and innovation in public service, ensuring that the needs of the community are met with integrity and professionalism.
What You’ll Do
- Provide administrative support for research and needs analysis within the department.
- Guide end-users and project managers on market testing and procurement processes.
- Align budgets with departmental objectives and compile Procurement Plans.
- Consult with stakeholders to identify challenges, opportunities, and risks.
- Perform data analysis and commodity research to inform procurement proposals.
- Draft specifications and manage the documentation for bid processes.
- Ensure compliance with procurement policies and regulations, including risk management.
- Prepare and consolidate monthly reports on Supply Chain Management performance.
- Assist in the management of bid evaluation committees and related administrative functions.
What You’ll Need
- A minimum of a three-year tertiary qualification (NQF level 06) in Supply Chain Management, Procurement, Public Management, or related fields.
- Relevant experience in Supply Chain Management, particularly in Acquisition Management.
- A valid Driver’s Licence.
- Thorough understanding of government procurement systems and legislation.
- Strong communication, problem-solving, and decision-making skills.
- Proficiency in computer literacy and database management.
- Ability to work independently and under pressure while maintaining a high level of integrity.
How to Apply
For the position of Administration Officer: Demand Management (SCM), please refer to the application instructions below.
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 65 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.
Job 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
