Admin Jobs at Government Printing Works

REQUIREMENTS :

• A Grade 12 certificate. A three-year Degree in Supply Chain Management, plus 2 years’ Experience in Contract Management field will and NQF5 certificate in contract management be an added advantage, knowledge of contract Management framework and administering of contract register will be added advantage.
• Other: Understanding of all relevant Supply Chain Management legislative framework, regulations and prescripts. Basic understanding of the PFMA, PPPFA, Financial Framework, Contract Management Framework, Supply Chain Management Framework, Treasury Regulations, GRAP, BBBEE) and understanding of all Public Service regulations and departmental policies and procedures. 

DUTIES :

• Provide clerical support in the administering of contract agreements: Prepare motivations for contracts and provide inputs for motivations to the Manager. Ensure accurate invoices of contractors for submittance to the Assistant Director for approval of payment by the Director when orders are delivered. Compile submissions to Legal for drafting of SLA and addendums.
• Provide clerical support in the monitoring of service level agreements: Ensure that service level agreements are in line with all relevant legislation, regulations and GPW prescripts, policies, and procedures. Ensure that contracts are properly executed, maintained, and updated by tracking contract performance, monitoring contract compliance, and ensuring that contractual obligations are met. Monitor and check the validity period of the Contracts/Service Level Agreements (SLA’s) to ensure the extension/renewal of SLA’s before it expires, if required.
• Provide efficient administration support services for the Sub-division: Render assistance with logistical support, the ordering and issuing of stationary, etc. Proper keeping of personnel records. Number of contracts on which price adjustments were done due to CPI increase or PSIRA yearly increase. Number of contract expiry flagging letters communicated to the end-user.
• Update and maintain contract registers of service providers: Ensure uploading, accurate reporting and recordkeeping of all contract information appear in the Automated Contract register in the Sub-directorate as required. Maintain all contract-related documents, including creating, organizing, and filing of documents. Compile basic reports related to contract management, including contract status, performance, compliance, and risks. Assist with all contractual activities as governed by the Contract Management Framework throughout the contract life cycle including service reviews and inception meetings. 

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REQUIREMENTS :

• A Grade 12 certificate. A three-year Degree in Supply Chain Management, NQF5 certificate in contract management plus 2 years’ Experience in Supply Chain Management field will be an added advantage.
• Other: Understanding of all relevant Supply Chain Management legislative framework, regulations and prescripts.
• Basic understanding of the PFMA, PPPFA, Financial Framework, Contract Management Framework, Supply Chain Management Framework, Treasury Regulations, GRAP, BBBEE) and understanding of all Public Service regulations and departmental policies and procedures. 

DUTIES :

• Render effective and efficient administration support in the process of printing outsourcing: Provide administration support in the process of printing outsourcing in accordance with all relevant prescripts, policies, and procedures. Check and verify contract printers quotes and invoices are in accordance to contract tariffs. Keep record of daily monitoring of printing contracts (working progress, etc). Verify GPW specifications in line with the printing contract. Liaise with external contractors and government departments (national and provincial) to ensure smooth-running and correct printing outsourcing.
• Render support with the preparation of quotations: Check and verify quotations are prepared in line with the required specifications. Accurate recordkeeping and filing of quotations.
• Render administrative support in the quality control and inspections processes: Keep record of quality control and inspections, and risks identified. Coordinate with relevant stakeholders to monitor the quality, accuracy and timely delivery of printing products in accordance with agreed specifications and deadlines.
• Administration, recordkeeping, and reporting: Provide support services to the Division such by keeping proper records system, photocopying, scanning, and filing and organising of documents. Proper keeping of personnel records, maintaining of the leave register for the section. Accurate reporting on time when required.
• Participate in the review and updating of standard operating procedures: Incorporate approved changes into SOPs in consultation with the supervisor. Review existing SOPs and identify outdated, unclear or missing information. Provide input on operational challenges and proposed improvements to existing SOPs. Maintain records of reviewed and updated SOPs for reference and compliance purposes. Service Standard and Monitoring of Suppliers. Assist with all monitoring and performance assessment of contracted suppliers on good and services delivered to be in line with the Contract Management Framework. Report any poor quality of service directly to the Contract Management unit