Tender Board Secretariat

2 weeks ago

Cape Town, South Africa Engen Full time

**Purpose of the Job**:

- Drive strategic sourcing and supplier relationship management for the Refinery through development and execution of strategies, systems, processes and performance indicators as well as partner with keys stakeholders to ensure sustainable effective relationships and alignment with Procurement and business needs and goals

**Who You Are**:

- You have strong interpersonal, problem-solving and analytical skills.
- You are committed to delivering quality outputs, with a high concern for accuracy and attention to detail.
- You are team orientated and customer focused.
- You work well under pressure, with little or no supervision, and display excellent time management skills.
- You have a reputation for performing above expectations.
- You can adapt to any situation.
- You honour confidentiality.
- You have exceptional organizational skills.
- You have strong written and oral communication skills.
- You pay attention to detail, are a forward thinker and work well under pressure.

**What you’ll have done before**:
Baseline:

- NQF Level 5 (Higher Certification in Supply Chain/Business Administration/Finance or related).
- 3 years minimum experience in an Administrative role.
- Knowledge of Procurement processes and systems.
- SAP experience (FI module)

Advantageous:

- NQF level 6 Diploma in Business Admin/ Supply Chain
- Paralegal Certificate
- Knowledge of, and exposure to, Tender Board proceedings

**Exciting Challenges you might face in the role**:

- Effectively executes and delivers under pressure.
- Operate effectively, even when things are not certain, or the way forward is not clear.
- Collaborate with various stakeholders [internal and external] to ensure that accurate data is timeously recorded.
- Deliver excellence, amidst tight deadlines.

**What you’ll be doing**:

- Ensure business support and Procurement process governance and adherence for all tenders and waivers by documenting, recording and reviewing the required steps as per the Group Procurement Policy and Procedures and obtaining the required approvals in terms of the limits of authority for tenders and waivers. To ensure that tender and contracts register is regularly updated.
- Perform the role of Tender Board (TB) Secretariat by coordinating TB members and attendees, arranging meetings, ensuring a quorum, maintaining an attendance register and recording minutes of meetings and follow-up on action items to ensure smooth process flow.
- Perform the role of Contractor Performance Review Committee (CPRC) Secretariat by coordinating the CPRC members and attendees, arranging meetings, ensuring a quorum, maintaining an attendance register and recording minutes of meetings and follow-up on action items to ensure smooth process flow.
- Provide effective support to the Chief Procurement Officer through arranging meetings with internal and external stakeholders (line managers, suppliers, executive committee) and providing administrative support to ensure effective and smooth implementation and execution of Procurement strategic goals and objectives.
- Perform administrative tasks to support and enable the efficient functioning of the Office of the Chief Procurement Officer.
- Manage and report on departmental and CPO spend through analysis of data and expense reports to ensure spend is within the budget limits. Also ensures the required KRA’s and KPI’s tracking reports are obtained from the Procurement team (Category Heads) on a monthly/quarterly frequency basis.
- Ensure availability and communication of accurate information through the preparation and distribution of TB and CPRC minutes, ensuring adherence to corporate governance.

**Additional Information**:
Location: Cape Town

**Job Advert Closing Date**: All job adverts close five days after date posted

**Engen’s approved Employment Equity plans and targets will be considered as part of the recruitment process.**

**Important Information**:

- The appointment will be made in line with Engen's Employment Equity Strategy.
- Engen reserves the right not to make an appointment.

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