Senior Administrator: SCM at Armscor

QUALIFICATIONS

• Grade 12.
• National Diploma in Business Administration, Supply Chain Management, Public Administration, or a related field
• Paralegal or Compliance qualification will be an added advantage.

EXPERIENCE

• Minimum of 3 years’ experience in executive support, office management, or strategic coordination roles, preferably within a corporate, public sector, or governance environment.
• Demonstrated experience in preparing governance reports and executive briefing materials.
• Proven track record in managing complex workflows, cross-functional coordination, and stakeholder liaison at senior management or executive levels.
• Familiarity with regulatory, or statutory reporting processes is highly desirable.
• Experience implementing and maintaining office management systems, records management, and digital tools to enhance operational efficiency.

CRITICAL PERFORMANCE AREAS

Provision of Administrative support for the Bid Committees (Departmental Adjudication Committees, Divisional Adjudication Committee, Armscor Acquisition Adjudication Committee and Screening Committee)

• Produce weekly decisions, minutes, agendas, distribution schedules and declaration of interest forms for all adjudication committees within the set times for each committee.
• Upload all signed decisions, minutes and declaration of interest forms on SharePoint. 
• Make copies of signed decisions of the Screening Committee submissions for the SCM files and the requesting division. 
• Ensure that the Screening Committee submissions are filed in a locked cupboard once the decisions are signed.
• Update bid status on the bid registers in line with the decisions of the Committees immediately after approved decisions.
• Inform the Manager: Reporting on all submissions identified as fruitless, wasteful, irregular and potential fruitless and wasteful.
• Ensure that submissions approved for procurement by other means and variation and expansion of contracts that exceed the applicable threshold by National Treasury are reported to the Manager: Reporting.
• Register submissions that are approved as late submissions for each bid adjudication committee and submit the information to the Manager: Reporting on a monthly basis.
• Update the templates for all bid committees as and when required.

Provision of Administrative support for Supply Chain Management

• Compile and type submissions, letters, memos, reports and other documents as per instructions.
• Manage and facilitate the distribution of internal communiques.
• Attend and respond to SCM Compliance matters that are related to the bid committees.
• Confirm the completeness of RFB in line checklist after it has been received for publication.
• Ensure all statutory requirements are included e.g., CIDB, SHE, NIP / DIP, PSIRA, etc. where applicable
• Ensure that the tender box is attended to on time and ensure the safe keeping of keys.
• Ensure proper recording of received bids and upload on the e-Tender portal.
• Follow up with bids in progress in order to speed up the turnaround time and to ensure that the validity period does not lapse.
• Ensure bid documents are stored on Shared Drive for future reference.