Vacancies Available at Safety and Security Sector Education & Training Authority (SASSETA)

Reporting to the Supply Chain Manager, the incumbent shall be responsible for:

• Providing administrative assistance during the development of the SCM procurement plan on an annual basis.
• Receiving and/or preparing procurement request document.
• Compiling RFQs and ensuring that they accurately reflect the business and compliance requirements in line with the procurement plan / organisational budget.
• Providing administrative support to the RFQ processes.
• Accessing the CSD to select service providers for RFQ submission
• Processing internal and external queries and conducting the preliminary review process daily.
• Evaluating submitted quotations as required.
• Communicating quotation decisions to internal and external stakeholders as required.
• Creating the Purchase Orders and submitting them for approval.
• Sending the approved Purchase Order to the winning bidder.
• Maintaining a register of procurement requests, submitting for review and tracking progress through the process daily
• Creating, preparing and maintaining all SCM files
• Scheduling Bid Specification Committee (BSC), Bid Evaluation Committee (BEC) and Bid Adjudication Committee (BAC) meetings as and when required.
• Ensuring that committee meeting files, administration of Scheduled committee meetings and invitations of all participants are in order
• Preparing the committee agendas, packs and documentation and distributing to committee members
• Making all meeting arrangements including booking boardrooms, equipment, catering etc.
• Taking minutes of the BSC, BEC and BAC committee meetings, finalise minutes and distributing within defined timeframes
• Preparing resolutions from the meetings and securing approval thereof
• Providing administrative support to the department on a daily basis
• Filing all SCM documentation within timeframes
• Administering the invoice register and ensuring that updates are done on a weekly basis
• Administering the purchase order register and ensuring that it is updated on a weekly basis
• Providing files during the internal and external audit
• Circulating SCM documents for signatures
• Performing any other duty(ies) that may be delegated by the SCM Manager from time to time.

JOB REQUIREMENTS

• Grade 12 or Matric is required.
• A minimum of NQF level 5 qualification in SCM / Logistics / Finance / Business Management is required.
• A minimum of 2 years SCM experience is required.
• Must be computer literate at an intermediate level.

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Reporting directly to the Executive Manager: Learning Programmes, the incumbent shall provide professional administrative support to the Executive Manager by:

• Managing a diary of the Executive Manager.  
• Planning, implementing and maintaining a proper filing system.
• Making travel and accommodation arrangements.
• Coordinating meetings for the Executive Manager and preparing required documents before and after each meeting.  
• Preparing all correspondence for the Executive Manager’s approval.
• Ensuring smooth daily functioning and operations of the Executive Manager's office.
• Distributing tasks to the Departmental Managers who report to the Executive, monitoring and reporting on the progress of projects and the completion thereof.
• Collating information and compiling reports in the required format and ensuring timeous submission of such reports.  
• Liaising with all staff responsible for the organisation's governance, management and operations.
• Building and maintaining professional and supportive relationships with stakeholders that engage an office of the Executive Manager on a regular basis.
• Resolving stakeholder queries, and ensuring timeous escalation to the Executive Manager, where necessary.
• Supporting the Executive Manager in drafting presentations.  
• Ensuring that the quality of all documents submitted to the Executive Manager's office is of a required standard and format.
• Performing any other duty(ies) that may be delegated by the Executive Manager from time to time.

JOB REQUIREMENTS

• Grade 12 / Matric / NVC 4 is required.
• A minimum of NQF level 5 qualification in Office Administration / Office Management / Public Administration / Public Management / Secretarial Services / Business Administration / Business Management is required.
• A minimum of 4 years’ Personal Assistant experience to a Senior Manager is required.
• Must be computer literate at an intermediate level.