PURPOSE OF THE JOB

Provides administrative support services to the Tendering Process in the Acquisition and Supply Chain Management function at INSETA for all acquisition transactions above R1 000 000.00 May be required to provide support to transactions below R 1 000 000.00 on an ad hoc basis.

Key Performance Areas

Outputs

Administration of Demand Processes for Tenders 20%

• Ensures that prospective suppliers are registered on CSD.
• Attend to enquiries related to supplier’s registration process
• Support the consolidation of the organisational procurement plan and submit to NT once approved.
• Support the conducting of Market Research, Commodity Analyses in relation to the goods or services required.
• Support the drafting of Terms of Reference on specifications of goods or services as required by the end user.
• Draft bid specification minutes for filing.
• Prepare BAC Pack for BAC’s consideration on specifications

Administration of Acquisition Processes for Tenders and RFQ purposes 30 %

Tenders

• Compile bid documentation for publication of NT e Tender website, organisational website.
• Attend briefing sessions with potential bidders to provide clarity in terms of the ToR and expectations of deliverables.
• Draft briefing session minutes and publish on the organisational website
• Draft of erratum when changes are required for publishing to the media where the tender has been advertised.
• Facilitate the functioning of the BEC and provide SCM Supervision, Advisory and Support for bids above R1 million.
• Provide administration support in the closing of bids above R1 million
• Publish the list of received bids on NT e Tender website and organisational website.
• Provide administrative support to BSC/BEC/BAC/Disposal Committee and other Bid Committees for bids above R1 million including meeting coordination and compiling the BEC minutes
• Conduct due diligence on highest scoring bidders prior to final recommendation.
• Draft, Assess and submit evaluation report on the tender recommendation process to SCM Manager and BEC members for recommendation.
• Submit letter of intent to the recommended bidder upon tender acceptance by the BAC.
•  Advise unsuccessful bidders by submitting regret letters.
• Attend to bidders’ enquiries/appeals on the outcomes of the bids.
• Create the contract containing the deliverables and submit to all the relevant parties for signature.
• Administer the Closing of Tenders according to the required procedures and SOP’s
• Publish the awards on NT e Tender website, organisational website and Tender Bulletin.

RFQ’s

• Submit RFQ’s to suppliers for goods and services in terms of the INSETA Policies, procedures and SOP’s on an ad hoc basis as required
• Draft and Assess and submit and evaluation report on the received RFQ’s to SCM Snr Specialist and SCM Manager for approval on an ad hoc basis as required.
• If approved the successful bidder is advised to commence the supply process for RFQ purposes.
• Create the contract containing the deliverables and submit to all the relevant parties for signature.
• Attend to bidders’ enquiries/appeals on the outcomes of the RFQ’s.
• Issue PO to the successful bidder

Compliance and Reporting 20%

• Adhere to the internal and external SCM Governance requirements by providing required documents to the AG and IA Representatives as required during audits.
• Provide administrative support to ensure that the required information and documentation is provided during internal and external audits.
• Report on tender status
• Report fruitless and wasteful
• BBBEE reporting and Coordination

Stakeholder Management 20%

• Post bid awards on e-Tender portal and organisational website.
• Address and resolve internal and external Stakeholder engagement queries and concerns
• Engage with service providers listed on the supplier database
• Attend tender briefing sessions with potential service providers as required.
• Administration of internal supplier database.
• Communicate with internal- and external service providers to inform and advise them of new developments or information distribution.

Records Administration and Support 10%

• Ensure that filing systems are updated and maintained.
• Provide information from records and database as required by stakeholders.

REQUIRED QUALIFICATIONS AND EXPERIENCE

Qualifications

Minimum Requirement:

• Grade 12 or equivalent and;
•  NQF6  qualification  or equivalent in Supply Chain Management/Logistics/ Procurement  or related field.

Preferred Requirement: NQF 7 qualification in SCM/Procurement

Experience

Minimum Requirement:

• A minimum of 3 years relevant experience in administration of SCM and tender administration in a PFMA environment

Preferred Requirement: Appropriate experience in the Public Sector environment.

REQUIRED KNOWLEDGE AND SKILLS

Knowledge

Minimum Requirement: Knowledge and understanding of the PFMA and NT regulations.

Preferred Requirement: Knowledge and understanding of the appropriate legislative and regulatory frameworks. (PPPFA, BBBEE etc.)

Skills

Minimum Requirement: Attention to detail, ability to work under pressure and meet deadline under challenging circumstances.

Preferred Requirements: Job Specific