Supply Chain Officer: Tender and Contract Management (12 Months Contract) at Gauteng Department of Sports Arts Culture and Recreation

Requirements :

• The successful candidate should have a Grade 12 Certificate plus a 3-year tertiary qualification in Supply Chain Management/ Logistics/ Financial Management or Public Management with 2-3 years’ relevant experience in Supply Chain Management and a valid Driver’s License.

Duties :

• Coordination of short-term contracts and projects below and above the threshold of R1 000 000.00: Notify end-users about submission of specifications. Coordinate the committee for short- term contracts ensuring that registers are signed, minutes and the proceeding are recorded and minutes kept.
• Participate in the evaluation process of projects above the threshold of R1 000 000.00, as well as short-term contracts. Prepare a recommendation for awarding to be signed off by the Accounting Officer. Maintain the register for cooperatives awarded. Report on the job created by short term contracts on monthly basis.
• Execution of outsourced services below and above R1 000 000.00 for the following sites: Ensure that approved specifications are submitted by end users for the commencement of RFQ on Cooperatives and SMME’s for short term contracts below R1 000 000.00.
• Ensure that RFQ packs issued on time. Close RFP, prepare submissions and approval and ensure that the submissions are approved by the HOD. Prepare appointment letters for approval. Issue appointment letters to service provider and end users. Ensure that end users submit requisitions for creation of purchase orders. Update monthly register for short term contracts for allocated sites. Safekeeping of process files for allocated sites.
• Ensure that the process files are readily available as and when required. Management of contracts: Prepare appointment and termination letters on short-term contracts and projects awarded. Submit documentation with valid purchase orders. Load all awarded contracts and price adjustments on the SAP CRM System. Monitor expenditures and input new information in the SAP CRA System where contracts need have been adjusted. Ensure that monthly meetings are held with service providers for outsourced services for allocated sites. Conduct spot checks on allocated sites.
• Ensure that contract performance reports and minutes are submitted by end users on monthly. Development of Cooperatives: Introduction of new cooperatives on quarterly basis. Ensure registration on central database. Ensure rotation for those on the database. Reporting and document management: Prepare job creation reports. Prepare reports on empowerment of cooperatives.
• Prepare reports on awarded contracts. Prepare reports for responding to queries on allocated sites. Maintain process files. Ensure the safe keeping of process files. Administer and coordinate tender processes below and above R1 000 000.00 in line with SCM prescripts.
• Coordinate Bid Committees, ensuring compliance with SCM policies and procedures. Ensure that bid committee registers are signed, proceedings recorded, and minutes compiled and filed. Assist in the evaluation of tenders and short-term contracts.
• Prepare bid submissions and recommendations for award for approval by delegated authorities. Contract Management: Administer short-term contracts and RFQ processes below R1 000 000.00, including outsourced services. Maintain contract and tender registers, including registers for cooperatives and SMMEs awarded.
• Compile and submit monthly and quarterly reports on tenders, contracts awarded, and jobs created through short-term contracts. Ensure proper safekeeping of SCM process files and availability for audit and compliance purposes. Assist with contract variations, extensions, and termination processes in line with SCM policies.