Procurement & Tender Administrator X2

2 weeks ago

Midrand, South Africa DBSA Full time

To render support services relating to all administrative and secretarial needs for the procurement team, thereby contributing to the overall success of the sourcing and procurement teams and the requirements of the SCM governance framework.

**Key Responsibilities**:
Functions

1. Planning
(a) Ensure tender management process and templates are available to all relevant users
(b) Keep abreast of the tender pipeline and schedule of work to enable effective administration thereof pertaining
to tender advertisements, notices, tender closing and evaluation schedules and processes.

2. Execution
(a) Registration of bid requirements from procurement teams and business units.
(b) Support with the collation of the tender documents in accordance with issued instructions.
(c) Render admin and typing support with tenders / proposals including minutes at site and briefing sessions.
(d) Ensure relevant tender documents (adverts, tender register, pricing registers, handover registers,
responsiveness schedules, comparisons schedules etc.) are quality assured for accuracy and completeness.
(e) Management of the tender advertisement process (internal and external) to ensure timeous placement of advertisements and payment of service providers timeously.
(f) Follow-up supplier queries relating to adverts, tender documents and tender queries and ensure responses.
are issued timeously in writing to all / relevant bidders.
(g) Expedient management of the SCM mail box/es to ensure all queries are dealt with timeously.
(h) To manage and control the recording and issuing of proposal documents collected in line with clear handover procedures.
(i) To plan and facilitate document proceedings of briefing sessions where applicable.
(j) Manage tender box, recording of all bids and safe custody of documents.
(k) Support the bid evaluation process by performing the bid opening, recording and conducting responsiveness.
in accordance with the prescribed procedure. This should include at a minimum:
a. Record all tenders received in a register and prepare a schedule for evaluation purposes.
b. Prepare comparison matrix on the generic / pre eligibility criteria (responsiveness schedule).
c. Prepare a bid pack for circulation to BEC prior to evaluation meeting. Bid pack to contain a
comparative / responsiveness matrix.
d. Set-up bid evaluation meeting with BEC.
e. Arrange venue and make venue bid packs / documents within a controlled environment to all BEC members to Tender Officer to support the bid evaluation process / meeting.
f. Taking minutes at meetings where applicable / required.
g. Support the Tender Officer in documenting and circulating responses to tender queries under his/her guidance and leadership.

(l) Filing and loading onto the SCM portal of all BEC reports and supporting documents relating to each tender post the bid evaluation and approval process.
(m) Archiving tender office files with Registry with formal handover procedures being complied with.
(n) Liaise and support with provision of necessary documents / schedules to Legal and other relevant officials for the purposes of negotiation and contracting.
(o) Responsible for secretariat support for tender meetings.
(p) To support with all audit related queries.
(q) To prepare relevant operational and management reports as per the designated reporting intervals.

Key Measures/KPIs
(1) Tender documents that meet the expected standard in terms of quality.
(2) Tender responsiveness schedules which are accurate and complete.
(3) Effective administration of tender adverts in line with bid dates.
(4) No delays in payment of suppliers specific (specific to media houses).
(5) Effective tender administration and record keeping.
(6) Effective and efficient process resulting in supporting the Unit to meet predetermined SLA time for tenders.
(7) Reliable and accurate document management system to support audit requirements.
(8) No audit issues in terms of policy and process compliance.

**Expertise & Technical Competencies**:
Minimum Requirements
1. Relevant business qualification (degree or NQF equivalent) with experience in procurement relative to SCM governance framework.
2. At least 2 to 3 years’ experience in procurement and/or tender administration.
3. Knowledge of tender administration procedures with Public Sector.
4. Good computer skills.
5. Member of Chartered Institute of Purchasing and Supply (CIPS) would be an added advantage.
6. Strong understanding and commitment to good corporate governance, SCM regulations and laws and other.
regulatory requirements including the PFMA; PPPFA; SIPDM, CIDB etc.
7. Working experience with SAP Procurement module or a similar ERP system would be advantageous
The incumbent should have demonstrated the following competencies:
1. Good working knowledge of the PPPFA, supply chain regulations including PFMA; PPPFA; SIPDM,
CIDB etc.
2. Ability to ensure all governance and compliance requirements are met with the aim to eliminate potential inappropr

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