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Supply Chain Management Administrator

2 weeks ago

Cape Town, South Africa CTICC Full time

**The main purpose**: Providing administrative support to the Bid Committee Structures and the SCM department and perform Supply Chain Management tasks/activities associated with the CTICC’s supplier database.

**Reporting to the**: Assistant Supply Chain Manager

**Key responsibilities will include but are not limited to**:
**1. SCM Administration**
- Providing administrative support to bid committees
- Executing all logístical arrangements for the bid committee meetings as and when they occur
- Collating and distributing reports to the bid committees
- Drafting of bid adjudication committee minutes for review by the SCM Manager within one week of a BAC meeting
- Maintenance of SCM registers, namely; bids, formal quotations, deviations, contracts etc
- Drafting of all official notices/letters associated with the outcomes of tender processes
- Updating of all SCM tender/RFQ/Deviation award registers
- Publishing of all award registers on the CTICC’s website
- Ensure that all SCM documentation is audit ready

**2. Supplier Database Maintenance**
- Identifying, vetting, capturing and updating of supplier registration details and documentation in line with the requirements of the CTICC’s SCM Policy
- Updating tax clearance; BBBEE certificates; declarations on interest and other supplier database related documentation
- Assisting suppliers and prospective suppliers with the supplier database registration process, including National Treasury’s Centralised Supplier Database
- Attending to all queries relating to the supplier database registration process
- Draft all official supplier database related notices
- Assist the SCM Manager in verifying supplier documentation required for the annual audit
- Providing necessary data and statistics from the database as and when required

**3. Administration**
- Build, maintain and manage supplier relationships
- Filing of all SCM documentation on a daily basis
- Arranging of internal meetings are required
- Archiving of all SCM documentation as follows:

- Supplier database forms immediately after capturing on the system
- Bid documentation for unsuccessful bidders immediately after the audit process
- Bid documentation for successful bidders after contract expiry
- SCM bid documentation after the audit process
- Other administrative duties as and when required

**Minimum Qualifications and Experience**:

- Matric Certificate or equivalent
- An administrative diploma/certificate will be advantageous
- Minimum 2 years’ experience in an administrative role preferably in a commercial environment
- Experience using an integrated software package (e.g., EBMS, SAP, Oracle etc.) would be advantageous

**Skills and knowledge**
- Be a well organised self-starter
- Have a demonstrated ability to function under work and time pressure
- Be self-disciplined and have sound interpersonal skills in dealing with colleagues and other stakeholders. Good written and verbal skills
- Have an understanding of clerical procedures with great attention to detail

**The CTICC has adopted a Mandatory COVID-19 Vaccination Policy.