Procurement Admin Assistant

EdUpStairs; Pretoria; On-site; ZAR 252,000 - 308,000; Full time

Job summary

Department of Transport in Pretoria is seeking a Supply Chain officer with an NQF level 6 qualification, to administer supplier databases and manage RFQs in line with SCM policies. No experience required; strong knowledge of PFMA prescripts and Treasury Regulations is essential.

The role involves publishing TORs, evaluating quotations, and maintaining documentation for audit purposes. Office-based role with daily liaison with suppliers and end users.

Qualifications

• NQF level 6 qualification recognised by SAQA in SCM, Logistics or Public Procurement with no experience.
• Knowledge of SCM policies and PFMA prescripts.
• Proficiency in MS Word and Excel; computer literate.

Responsibilities

• Administer the supplier database.
• Receive RFQs and check compliance before sourcing quotations.
• Prepare evaluation reports and ensure fair, BV compliant sourcing.
• Publish TOR on e-tenders and department website.
• Provide weekly RFQ updates to management.

Skills

SCM knowledge

Public service regulations

Verbal and written communication

Planning and organising

Computer literacy

Education

NQF level 6 in SCM/Logistics/Public Procurement (SAQA recognised)

Tools

SCM System

MS Word

Excel

Job description

Salary: R280 278 per annum, all-inclusive

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.

Duties

Administer the supplier database.
Receive RFQs 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 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 RFQs and Update the deviations register as an when it happens.

Applications

Department of Transport, Private Bag X193, Pretoria, 0001 or hand deliver at
the 159 Forum Building, Cnr Struben and Bosman Street, Pretoria for attention
Recruitment Unit. Room 4034 or email to: [e-mail] or at erecruitment system: erecruit.transport.gov.za.