About the Role
The Department of Transport is seeking a dedicated Procurement Admin Officer based in Pretoria. This pivotal role involves managing the supplier database and ensuring that procurement processes are executed with fairness and compliance. As a Procurement Admin Officer, you will play a crucial part in supporting the government’s mission to provide efficient public service to the community. Your contributions will help uphold transparency and accountability in procurement, directly impacting the quality of services delivered to citizens across South Africa.
In this role, you will be responsible for overseeing the entire quotation process, from receiving requests for quotations (RFQs) to evaluating submissions and ensuring compliance with procurement regulations. Your work will not only support operational efficiency but will also foster strong relationships with suppliers and internal stakeholders. By joining this team, you will have the opportunity to make a tangible difference in the public service landscape, ensuring that government resources are utilized effectively and ethically.
About the Department
The Department of Transport is committed to the development and maintenance of efficient transport systems that ensure the safe movement of people and goods throughout South Africa. The department’s mandate is to enhance mobility, support economic growth, and promote sustainable transport solutions. Working within this department allows you to contribute to significant projects that impact communities, making a meaningful difference in the lives of South Africans.
As a member of this department, you will be part of a team dedicated to upholding the highest standards of public service. Your work will contribute to the broader goals of the government, ensuring that transport systems are accessible and reliable for all citizens.
What You’ll Do
- Administer the supplier database and ensure compliance with procurement regulations.
- Receive and process RFQs, checking for budget and specification compliance.
- Monitor quotation timelines and ensure they align with procurement policies.
- Evaluate and compile comparative schedules of received quotations.
- Liaise daily with chief users and suppliers to address queries and provide updates.
- Ensure that awarded suppliers meet the required compliance standards.
- Publish Terms of Reference (TOR) on e-tenders and maintain documentation for audits.
- Implement and administer all Supply Chain Management (SCM) policies and practices.
- Compile monthly statistical reports and update quotation registers.
What You’ll Need
- A qualification at NQF level 6 in Supply Chain Management, Logistics Management, or Public Procurement Management.
- At least 1 year of experience in supply chain management.
- Knowledge of SCM policies, prescripts, and practices.
- Proficiency in MS Word, Excel, and SCM systems.
- Strong verbal and written communication skills.
- Financial management and project management skills.
- Planning and organizational abilities.
How to Apply
Please submit your application before the closing date as late applications will not be considered.
Requirements
A qualification at NQF level 6 as recognised by SAQA in Supply Chain Management / Logistics Management / Public Procurement Management with 1 year's experience in supply chain management.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, Financial management skills and Project Management skills.
Job Duties
Administer the supplier database.Receive RFQ’s and check compliance before sourcing quotations (Check budget, that the specifications are not 70 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 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 and administer 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.
Compile monthly statistical report.
Update quotation register both manually and electronically, Weekly report to Manager on RFQ’s and Update the deviations register as an when it happens.
