DBAC & BSC Secretariat at Transnet

Position Purpose

• The DBAC & BSC Secretariat is a full compliance function that provides a holistic professional SCM advisory and administrative service to the Transnet Corporate Centre, the Procurement Operations and Central Category Management.
• The role includes the provision of support to Procurement in order to ensure that it operates within the bounds of the Constitution, the PFMA, the prevailing policy framework and other empowering legislative provisions.
• It ensures that good corporate governance, fairness and transparency prevails in the process pertaining to the sourcing of goods and services for Transnet Corporate Centre and transversal procurement done by Central Category Management.
• The bid committee secretariat ensures that the bid committee members perform their duties efficiently, effectively and with integrity in accordance with applicable legislation and regulation.
• The Bid committee secretariat is responsible for conducting induction and training of the bid committee members in order to understand their roles and responsibilities.
• The Bid committee secretariat ensures that all bid committee members complete and sign all the necessary declaration and confidentiality and maintain records of the decision of the committee.
• The Bid committee secretariat ensure that the bid committee members maintain the highest level of professionalism and the proceedings are not delayed unnecessary. 
• The secretariat develops, maintains and implement a bid committee protocol across all procurement submissions to ensure they are in line with the Committee TORs and DOA
• The secretariat ensure compliance with the bid committees TORs and SCM legislation in so far as the committee’s roles, responsibilities and authority is concerned.
• The secretariat ensures the effective and efficient functioning of the bid committees, as well as participates in the auditing of procurement transactions from a governance point of view.

Position Outputs

• Facilitating induction of new DBAC & BSC members. Ensures that members are appointed in writing and appointment letters are issued timeously. Assist with the appointment process before the beginning of the financial year. Ensure that members signed the appointment letters prior to the first meeting of the DBAC & BSC.
• Preparation of Agendas for the meetings in conjunction with the Chairpersons and DBAC & BSC Members. ensure that all members receive meeting notification on time. Process and distribute all submissions/reports together with the agenda to committee members at least five working days before the actual meeting takes place. Request agenda item from the members timeously.
• Taking accurate and complete minutes of the DBAC & BSC meeting as set out in the Terms of Reference to assist the Members and other stakeholders in implementing the decisions. ensure maintenance of minute books, registers and related confidential documentation. verify that the DBAC has been provided with all facts and all substantive documentation to enable effective and efficient. Give written feedback of all decisions taken by the Committee. Be responsible for all the administrative tasks of the Committee. co-ordination of the DBAC & BSC yearly calendar for scheduling meetings in alignment with the Corporate Calendar.
• Monitor the attendance of DBAC & BSC member and prepare report for the Chairperson. Monitor the attendance of DBAC & BSC members and make recommendations regarding membership based on the trends in attendance. Adhere good corporate governance principles
• Develop and maintain a system of compliance monitoring and reporting to ensure that the DBAC & BSC members operate within their mandate. Ensure that meeting is conducted in accordance with terms of reference. Ensure that members function within their mandate. Monitor the attendance of the DBAC & BSC members and prepare a report for the chairperson. Monitor the trends of submission and identify the sources of delay in finalising the awards or bottlenecks. Arranges sessions for DBAC & BSC Members to provide guidance in their duties, responsibilities and powers and make them aware of all the laws and policies relevant to the procurement process including advice on business ethics and good governance.
• Keep and maintain proper records of the functioning of the DBAC & BSC: Ensure that TEAR report is properly completed with supporting documents. Assist in ensuring the information submitted to the committee is clear. Ensure that all the CBAC resolutions/ declaration of interest/ minutes properly kept for audit purposes

Qualifications and Experience

• A degree or post graduate diploma in Administration (NQF Level 7), or LLB or Commerce or SCM is required.
• A minimum of 4- 5 years secretariat/project administration or coordination experience is required, which includes: 2-3 years taking minutes and/or record keeping, and
• Experience in Procurement/SCM public sector bid committees or governance, risk and/or compliance role will be an advantage.

Competencies

• Strategy & Sustainability Strategic Thinking Commercial awareness Innovating 
• Inspirational Leadership Inspiring People Managing Talent Leading Change Embracing Diversity 
• Business Performance and Delivery Lead Business Performance Strategic Decision Making Business Acumen Analysing 
• Relationship Management Communicating Effectively Collaborating and Networking Service Orientated Persuading and Influencing 
• Corporate Governance & Compliance Leading Governance Leading Safety Practice Leading Risk Management # Personal Mastery Learning and Applying Expertise Resilience Emotional Intelligence Vigour & Personal Drive

Deadline:28th August,2025