Administrator: Procurement Coordination at Road Accident Fund

Purpose of the Job:

• Reporting to the Head: Procurement, the successful incumbent is responsible to provide administrative support to the Bid Adjudication Committee (BAC), Asset Disposal Committee (ADC) and BBBEE Committees.

Key Performance Areas

Organise BAC, ADC and B-BBEE Committee Meetings

• Prepare meeting schedule.
• Prepare agendas for Committee Meetings
• Monitor progress of submissions for the agenda
• Ensure Logistical arrangements (venue reservation, etc.) are made and communicate changes where applicable.
• Ensure facilities including recording, video conferencing and presentations are in good working condition.

Meeting Administration and Management of the BAC, ADC and BBBEE Committee

• Administer and provide quality support relevant to the specific committee (Chairpersons of Committees).
• Ensure that the committee meetings’ attendance registers and declaration of interests’ forms are signed by committee members as well as invitees present at the meeting.
• Circulate the draft electronic committee packs to the chairperson and ensure that any amendments are attended to after the review by the chairperson.
• Ensure that the approved electronic packs are scanned and loaded onto the Board Portal by the agreed time frames.
• Circulate the agenda and pack sufficiently in advance of the meetings so that co-opted members also have time to read and prepare for the meeting.
• Produce and submit draft minutes for consideration by the Chairpersons.
• Ensure that all documents and recordings are filled in accordance with applicable legislation.
• Assisting with the review of terms of reference for the committees
• Maintain a record of members’ terms of office and timelines for appointing or re-appointing of members.

Reporting

• Prepare a monthly report on irregular expenditures condoned by the BAC.
• Reporting of Compliance violations.

Compliance

• Compile the compliance checklist.
• Monitoring of Compliance with National Treasury Instruction Notes & Circulars as per checklist.
• Keep abreast of internal standards and business goals to ensure adherence to sound internal control.

Qualifications and Experience

• National Diploma in Office Administration/ Paralegal related qualification.
• Relevant 3 years' experience in Office Administration, Paralegal/ Secretariat, Procurement Processes.