Senior Admin Officer: Acquisition Management (Tender Administration) at Department Of Public Works And Infrastructure

REQUIREMENTS : 

• A minimum of three-year tertiary qualification (NQF Level 06) / National Diploma in Supply Chain Management / Purchasing Management / Public Administration / Procurement or related qualification. Relevant years of work experience in Procurement / Supply Chain Management. Experience in Construction or Infrastructure Procurement will be an added advantage. 

DUTIES :

• Prepare tender documentation for advertising. Assist in compiling bid documents in line with standard bid document requirement. Ensure that the tender documentation is in line with applicable SCM prescripts and processes. Review the scope of the terms of reference and integrate the compliance requirements into the tender documentation as required. Distribute the draft tender advert template to the line manager for verification. Submit advert for placement in the tender bulletin and website for the required time period. Monitor validities of closed tenders.
• Provide admin support in the coordination and execution of the bidding process. Attend bid specification committee as a member and ensure that SCM prescripts and processes are complied with. Render advice during the tender/bid briefing sessions. Prepare and maintain register for bidders. Assist in opening of bid documents and checking the responsiveness and non-responsiveness of documents. Do scoring of all responsive bids. Validate original tax clearance certificate with SARS Call centre. Checking the prohibition status of the recommended Company and its Directors with NT. Check Company’s Status on CIPRO website (trading status and ownership).
• Render secretariat services to the Bid Committee. Arrange bid committee meetings (bid adjudication/evaluation/sub-bid). Organise logistics and prepare all the relevant documentation for the bid committee meetings (including attendance register, declaration of interest and signature documents). Record and compile meeting minutes. Advise and guide the specification and evaluations committees. Receive approved tenders from the Bid Committee.
• Prepare scoring model/tender recommendation. Prepare evaluation reports. Attend to queries on tender administration phase. Receive and analyse all submissions to SCM committees. Communicate queries on submissions discussed by RBAC. Distribute supported submissions to NBAC, CFO and the DG. Distribute adjudicated submissions to relevant units. Provide general administrative related functions. Maintain good record keeping of all minutes, approved submissions and other relevant documentation. Communicate SCM circulars with relevant stakeholders. Prepare and maintain register for bidders. Provide information on audit queries.