About the Role
The Department of Transport is seeking a dedicated Procurement Admin Assistant to join their team in Pretoria. This role plays a crucial part in ensuring that procurement processes are conducted fairly and transparently, thus contributing to the integrity of public service in South Africa. Working in a vibrant city like Pretoria, this position not only allows you to contribute to the efficiency of government operations but also directly impacts the community by ensuring that services and products are acquired in a responsible manner.
As a Procurement Admin Assistant, you will be responsible for administering the supplier database and managing the request for quotations (RFQs). Your efforts will help streamline procurement processes, ensuring compliance and adherence to regulations. This role is significant in supporting the department’s mandate to deliver quality services to the public, which ultimately enhances the lives of South Africans.
About the Department
The Department of Transport is committed to providing an efficient, safe, and integrated transport system that supports economic growth and promotes social development. By ensuring that public transport systems are accessible and effective, the department plays a pivotal role in the everyday lives of citizens. Working here means being part of a team that is dedicated to improving the transport infrastructure of the country, making meaningful contributions to the public good.
What You’ll Do
- Administer and maintain the supplier database effectively.
- Receive and verify compliance of RFQs before sourcing quotations.
- Engage with the Central Supplier Database (CSD) to ensure fair procurement processes.
- Monitor and evaluate quotations to ensure they align with set timelines and specifications.
- Compile comparative schedules for quotations and ensure approval from the delegated authority.
- Liaise daily with chief users and suppliers to address queries and provide updates.
- Publish Terms of Reference (TOR) and manage the overall quotation process for IT-related services.
- Ensure adherence to all Supply Chain Management (SCM) policies and regulations.
- Draft monthly statistical reports and update quotation registers as needed.
What You’ll Need
- A qualification at NQF level 6 in Supply Chain Management, Logistics Management, or Public Procurement Management.
- Familiarity with SCM policies, public service regulations, and the Public Finance Management Act (PFMA).
- Proficiency in computer applications, including SCM systems, MS Word, and Excel.
- Strong planning and organisational skills, along with good verbal and written communication abilities.
- A commitment to compliance with treasury regulations and departmental policies.
How to Apply
To apply visit the application instructions below.
Requirements
A qualification at NQF level 6 as recognised by SAQA in Supply Chain Management / Logistics Management / Public Procurement Management with no experience.Knowledge and skills: Knowledge of SCM policies, prescripts and practices, Knowledge of Public Service Regulations and Public Service Act, Computer Literate (SCM System, MS Word, Excel), Understanding and application of SCM and PFMA prescripts, Knowledge of Treasury Regulations, Planning and Organising skills, Good Verbal and writing communication skills.
Job Duties
Administer the supplier database.Receive RFQ’s and check compliance before sourcing quotations (Check budget, that the specifications are not biased), Verify sourcing strategy to be implemented and its engagement model, Use Central Supplier Database (CSD) and other applicable sourcing strategies to acquire quotations in a fair and equitable manner, Monitor quotations and make sure they are in line with the time indicated when quotations were sources, Evaluate quotations and compile a comparative schedule , Ensure that suppliers are complaints on CSD, Make sure that the awarded supplier is the one that scores the highest points, Make sure that the comparative schedule is approved by the delegated authority, Proactively advise the LOGIS unit and Chief users on quotation status, Maintain daily liaising with chief users and suppliers, Handle internal and external queries with chief users and suppliers and Submit finalized quotations,VAS2 to logistics for further processing.
Obtain quotation for services (Consultants), Receive Terms of Reference (TOR), Ensure that the is approved Business 71 Case and Gap Analysis, Ensure that there is an approval submission to appoint specifications and Evaluations committee and that it is in line with treasury regulations 16 A and SCM Policy, Check the specification and make sure that it complies with SCM templates and Policy, Arrange the specification meeting and Compile a specifications report.
Publish the TOR on e-tenders and departmental website, Invite security and internal control, receive the documents, make sure that there registers to record all proposals received during the closing date, Compile evaluation report to be approved by the delegated authority, Publish the results on e-tenders and the website, Ensure safe keeping of documents for audit purposes and Submit finalized projects to Contract Management for contract and logistics for further processing.
Administer Quotation Process for IT related services, Receive DITCOM form with the specifications, Use RFB 740 and other applicable sourcing strategies by SITA to acquire quotations in a fair and equitable manner, Ensure that supplier are complaint on CSD, Daily liaising with chief users and suppliers, Handle internal and external queries with regards to quotation.
Implement all SCM policies, prescripts, and legislations.
Implement and ensure compliance to all SCM policies, prescripts and legislation, Interact with the CSD/DTI and National Treasury, Assist in guiding services providers on steps to follow to comply with the Departmental requirements.
Draft monthly statistical reports.
Update quotation register both manually and electronically, Provide Weekly report on RFQ’s and Update the deviations register as an when it happens.
