Administrative Assistant: SCM at National Lotteries Commission

PURPOSE OF THE JOB

• To provide comprehensive administrative support to the SCM department, ensuring effective coordination of activities, accurate documentation, ensuring service delivery is optimized in line with the PFMA and relevant statutory guidelines and requirements.

SALARY

• Commensurate with qualifications and experience.

REQUIRED QUALIFICATIONS .

• NQF 6 National Diploma in Procurement / Supply Chain Management or related field.

REQUIRED EXPERIENCE

• 2 – 3 Years Relevant work experience in the field.

KEY RESPONSIBILITIES

• Assisting in the preparation of procurement plans.
• Updating and maintaining the supplier database and registering suppliers on internal systems
• Drafting bid documents and coordinating the receiving and issuing of bid documents as required.
• Providing secretariat or logistical support during bid committee meetings (Bid Evaluation and
• Adjudication Committees), including taking minutes and preparing documentation packs.
• Placing orders for goods and services.
• Maintaining an efficient filing and document control system, for demand and acquisition and contract management.
• Monitoring the payment process for suppliers to ensure invoices are processed within the stipulated timeframe.
• Ensuring all procurement processes comply with public sector legislation (e.g., PFMA, PPPFA, Treasury Regulations).
• Compiling daily, weekly, and monthly statistics and reports as request by the Senior Manager: SCM, and undertake compliance monitoring checks;
• Allocate, track and report on all procurement requests submitted to SCM
• Assist in the identification and determination of irregular and fruitless and wasteful expenditure;
• Monitor contracts and report monthly on contract monitoring;
• Provide support in maintaining effective systems and procedures for the procurement of goods and services.
• Provide support to Senior Manager: SCM in liaising and coordinating with internal and external stakeholders
• Perform the secretariat function for SCM committees
• Submit monthly and quarterly SCM related reports.
• Conduct on-going risk assessment.
• Ensure effective detection of wasteful and irregular expenditure.
• Attend to audit related matters linked to SCM.
• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit requirements.
• Ensure that no audit finding stems from the area of responsibilities.
• Ensure that appropriate action is taken in order to mitigate any risks as they relate to contract and compliance.
• Provide input for changes to policies and procedures as and when required
• Maintain quality risk management standards in line with ISO requirements.
• Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation.
• Represent and participate in the organisation’s committees and tasks teams when required.

REQUIRED COMPETENCIES AND SKILLS

• Excellent administrative, coordination, and organizational skills.
• Competent in Microsoft 365 and document-management tools.
• Understanding of Relevant legislation and regulatory frameworks
• Knowledge of demand & acquisition management principles & protocols
• Risk management practices and principles
• Procurement contract processes
• Project management principles
• Knowledge of filing, version control, and information-security protocols.
• Understanding of SCM terminology and departmental structure.