Procurement Administrator (Two positions) at Council for Scientific and Industrial Research (CSIR)

About the job:

The CSIR has two vacancies for Procurement Administrators in the Strategic Procurement Unit. The successful incumbents will be responsible to manage all administrative organisational activities related to the operations and transactions of the procurement services team. These positions are based in Pretoria.

Key responsibilities:

Calls and Inquiries

• Manage procurement calls as well as monitor, allocate, assign, re-assign, follow up, report, resolve and close calls of all procurement services HEAT calls,
• Respond to the tender inquiry line and distribute inquiries appropriately¿
• Manage SPP/PP activities and follow up on all actions to be taken (update, record, follow up) – including management of tender spreadsheets, decision registers, activity sheets etc.
• Manage, update and publish the CSIR contract register including allocation of supplier contact number for the CSIR
• Manage deviations registers (update, submissions, record-keeping) – including sole supplier, emergency, variation and expansions, National Treasury approval registers
• Update and maintain the CSIR Procurement plan in line with legislation and National Treasury requirements to ensure that information submitted annually is updated as changes on the Procurement Plan occur in preparation for the quarterly submission to National Treasury

Reports

• Generate and provide reports to management on operational team activities, tenders, calls and mailboxes
• Collect and provide information for auditing purposes

Tenders

• Tender administration – inclusive of all RFQs/RFPs that are published on behalf of the CSIR on either CSIR or National Treasury website. See bottom for more information on tender management – Inclusive of this responsibility:
• Recording, follow-up, publishing, collecting, distribution, awarding, cancellations, withdrawals.
• Manage the tender mailbox- including distribution of all incoming queries, communications and responses with specific emphasis on communication to external entities
• Manage the CSIR procurement mailbox- including distribution of all incoming e-mails, with specific emphasis on follow-ups with procurement practitioners regarding outstanding actions.

Administration

• Record keeping of original and signed operational SPU documents, including publication of documents to Intraweb or designated location
• Provide general administrative assistance to SPU group – might also include standing in for other administrators including minute/ note taking of all operational meetings and managing the flow of documents/ approvals/ issues between the Executive, SPU management and Practitioners.

Credit applications

• Complete all credit applications and information required to ensure efficiency in the procurement process and payment in a manner that covers organizational risk of pre-payments for goods/services not yet delivered.

Non-compliance incidents

• Administer all non-compliance incidents and ensure that the complete process has been followed correctly by all involved parties

Procurement catalogues

• Update and maintain all procurement catalogues in line with supplier agreements

Qualifications, skills and experience:

• A National Diploma in Supply Chain Management or equivalent qualification with at least three years` experience in Supply Chain environment
• Experience in office administration and management will be advantageous
• Administrative skill
• Detailed, focussed and meticulous
• Computer literacy
• Organisational skills
• Typing skills
• Numerical skills
• E-procurement knowledge
• Ability to deal with a diverse team of procurement practitioners
• Ability to deal with a large volume of work at times