Bid Administrator at Border Management Authority

The successful candidates will be expected to perform the following duties 

• Manage the end-to-end bid process, including preparing, reviewing, and submitting proposals. Coordinate with internal teams to gather necessary information and documentation for bids. Develop and maintain a bid schedule to ensure timely completion and submission. Receives requests for quotations, identifies suppliers and places requests for quotations to the suppliers. Compile, format, and proofread bid documents to ensure accuracy and completeness. Maintain a library of standard bid responses and company information. Ensure all bid documents comply with client requirements and company standards.
• Creates a purchase order for the identified quotation and submits for authorisation. Notifies the supplier that they have been selected and liaises with the supplier to determine the timeframe for delivery of the goods or services. Tracks the order, checks goods on delivery and distributes to the End User. Responds to enquiries about order status and changes or cancellations. Ensures orders are filled correctly and specifications are accurate. Attaches the invoice to the quotations and submits for authorisation and payment, upon delivery.  Checks that the invoice and banking details are correct. Procures goods and services in accordance with the procurement policy and applicable legislation. Procures goods and services within the allocated time frame. Attaches proof of payment details. Files contracts according to the contract register. Takes tender box to office and screens bid documentation according to the bid specifications.
• Ensure the development and effective stakeholder relations management with both local and international communities in support of national objectives and regional priorities. Build and maintain relationships with all BMA business units for the purposes of expectations management and knowledge sharing.. Facilitate stakeholder relationships within the border control environment. Represent and participate in the BMA’s committees and tasks teams Attend industry related forums, conferences and workshops to gain industry insight for the purpose of business improvement.
• Provide input in the planning and compilation of the business unit’s annual budget aligned to the operational plans to support the implementation of set objectives. Ensure the effective implementation, management, monitoring of the business unit’s budget, and mitigate and report on any variances. Monitoring financial control, budget management and the procurement process to ensure compliance with the legislation e.g. (PFMA, PPFA, and BBBEE). Ensure the deployment of proper financial controls to manage the business unit budget. Report on and communicate any costs improvements and shortfalls. 

Requirements

• Undergraduate qualification at NQF 6 as recognised by SAQA in Supply Chain Management / Procurement / Logistics / Public Administration/Law/ Finance/ Accounting/ Business Management/ICT
• At least 3 years’ working experience in Supply Chain Management,
• Flexibility in working hours will be required to meet demands of the role.
• May be required to work overtime.
• Valid driver’s License