Closing Date 2021/09/25
Reference Number DBS210915-1
Job Title Procurement & Tender Administrator [Midrand]
Job Grade 12
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
To render support services relating to all administrative and secretarial needs for the procurement team, thereby contributing to the overall success of the sourcing and procurement teams and the requirements of the SCM governance framework.
KEY RESPONSIBILITIES
Functions
1. Planning
1) Ensure tender management process and templates are available to all relevant users
2) Keep abreast of the tender pipeline and schedule of work to enable effective administration thereof pertaining to tender advertisements, notices, tender closing and evaluation schedules and processes.
2 Execution
1) Registration of bid requirements from procurement teams and business units
2) Support with the collation of the tender documents in accordance with issued instructions
3) Render admin and typing support with tenders / proposals including minutes at site and briefing sessions
4) Ensure relevant tender documents (adverts, tender register, pricing registers, handover registers, responsiveness schedules, comparisons schedules etc.) are quality assured for accuracy and completeness
5) Management of the tender advertisement process (internal and external) to ensure timeous placement of advertisements and payment of service providers timeously
6) Follow-up supplier queries relating to adverts, tender documents and tender queries and ensure responses are issued timeously in writing to all / relevant bidders
7) Expedient management of the SCM mail box/es to ensure all queries are dealt with timeously (h) To manage and control the recording and issuing of proposal documents collected in line with clear handover procedures
8) To plan and facilitate document proceedings of briefing sessions where applicable
9) Manage tender box, recording of all bids and safe custody of documents
10) Support the bid evaluation process by performing the bid opening, recording and conducting responsiveness in accordance with the prescribed procedure. This should include at a minimum: a. Record all tenders received in a register and prepare a schedule for evaluation purposes
11) b. Prepare comparison matrix on the generic / pre eligibility criteria (responsiveness schedule)
12) c. Prepare a bid pack for circulation to BEC prior to evaluation meeting. Bid pack to contain a comparative / responsiveness matrix
13) d. Set-up bid evaluation meeting with BEC
14) e. Arrange venue and make venue bid packs / documents within a controlled environment to all BEC members to Tender Officer to support the bid evaluation process / meeting
15) f. Taking minutes at meetings where applicable / required
16) g. Support the Tender Officer in documenting and circulating responses to tender queries under his/her guidance and leadership
17) h. Filing and loading onto the SCM portal of all BEC reports and supporting documents relating to each tender post the bid evaluation and approval process
i. Archiving tender office files with Registry with formal handover procedures being complied with
18) j. Liaise and support with provision of necessary documents / schedules to Legal and other relevant officials for the purposes of negotiation and contracting
19) k. Responsible for secretariat support for tender meetings
20) l. To support with all audit related queries m. To prepare relevant operational and management reports as per the designated reporting intervals
Key Measures/KPIs
1. Tender documents that meet the expected standard in terms of quality
2. Tender responsiveness schedules which are accurate and complete
3. Effective administration of tender adverts in line with bid dates
4. No delays in payment of suppliers specific (specific to media houses)
5. Effective tender administration and record keeping
6. Effective and efficient process resulting in supporting the Unit to meet predetermined SLA time for tenders
7. Reliable and accurate document management system to support audit requirements
8. No audit issues in terms of policy and process compliance
Key Internal Liaison
Relationships
1. Tender Officer
2. Legal
3. Finance Team
4. Internal Auditor
Key External Liaison
Relationships
1. External Audit Team
2. National treasury
3. IDD Clients
4. External Auditors
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EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements
1. Relevant business qualification (degree or NQF equivalent) with experience in procurement relative to SCM governance framework
2. At least 2 to 3 years’ experience in procurement and/or tender administration
3. Knowledge of tender administration procedures with Public Sector
4. Good computer skills
5. Member of Chartered Institute of Purchasing and Supply (CIPS) would be an added advantage
6. Strong understanding and commitment to good corporate governance, SCM regulations and laws and other regulatory requirements including the PFMA; PPPFA; SIPDM, CIDB etc.
7. Working experience with SAP Procurement module or a similar ERP system would be advantageous The incumbent should have demonstrated the following competencies:
1) Good working knowledge of the PPPFA, supply chain regulations including PFMA; PPPFA; SIPDM, CIDB etc.
2) Ability to ensure all governance and compliance requirements are met with the aim to eliminate potential inappropriate and corrupt practices.
3) Ability to manage and co-ordinate SCM committees for the DBSA operations and Business units
4) Strong administration and organisational skills
5) Good communication and writing skills
6) Strong at teamwork and multi-tasking
7) Possess a high attention for detail
8) Ability to work under pressure.
Technical
1. Written Communication
1) Understands that different writing styles are required for different documents or audiences.
2) Write effective correspondence, prepares questions and reports, statements of circumstance and briefing notes.
3) Has a solid mastery of writing principles such as grammar, sentence construction etc.
2. Reporting
1) Designs / customizes reports to meet user needs.
2) Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
3) Keeps standard reports under review and proposes improvements to meet user needs.
3. Problem Solving
1) Identifies complex problems based on a broad range of factors, many of which are ambiguous or difficult to define.
2) While remaining guided by organisational values, identifies optimal solutions, thinking first in terms of possible approaches and flexibilities in the system vs. blind adherence to rules or procedures.
3) Implements solutions to complex problems, then evaluates the effectiveness and efficiency of solutions and identifies needed changes.
4. Stakeholder Management
1) Actively engages partners and encourages others to build relationships that support DBSA objectives.
2) Understands and recognises the contributions that staff at all levels make to delivering priorities.
3) Proactively manages partner relationships, preventing or resolving any conflict.
4) Adapts style to work effectively with partners, building consensus, trust and respect.
5) Delivers objectives by bringing together diverse stakeholders to work effectively in partnership.
5. Planning and Organising
1) Plans and manages multiple priorities and deadlines.
2) Uses effectively advance time management processes to deal with high workload and tight deadlines.
3) Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
4) Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning
6. Data Collection and Analysis
1) Skilled in the use of advanced/complex analytical techniques.
2) Is able to use judgement to decide upon the most appropriate analytical techniques according to the situation.
3) Recognises underlying principles, patterns, or themes in an array of related information, and determine whether additional information would be useful or necessary.
4) Through an in-depth understanding of the business environment, reviews outputs of analysis to identify anomalies and draws conclusions, relating these to operational circumstances.
5) Can model a range of scenarios covering all potential business circumstances and highlight potential risks/opportunities.
7. Financial Acumen
1) Makes sound financial decisions after having analysed their impacts on the organisation, partner agencies, and community.
2) Knows the internal and external factors that impact on resource and asset availability.
3) Is able to interpret management account reports in an operational/commercial context and take action as appropriate to maximize revenues and control costs.
4) Skilled in the use of various financial modelling tools and techniques.
REQUIRED PERSONAL ATTRIBUTES
Behavioural
1. Achievement Orientation
1) Delivers work on time and quality and follows through on agreed commitments.
2) Views new work experiences as an opportunity for growth.
3) Reacts immediately to overcome setback or / and obstacles in order to meet goals. Recognises and acts upon current opportunity.
4) Make specific changes to systems and processes in order to improve efficiency and quality.
5) Formulates own objectives and action plans in order to achieve a measurable improvement in the future.
2. Attention to details
1) Double-checks the accuracy of information or work.
2) Ensure that the work produced doesn’t contain any errors.
3. Conceptual thinking
1) Uses knowledge of theory or of different past situation to look at current situation.
2) Applies learned concepts across various situations.
4. Customer service orientation
1) Makes self fully available, especially when the customer is going through a critical period.
2) Requests on-going feedback from customers and takes action in response to it; manages to retain and capitalize on existing customers.
3) Takes the ‘extra step” to resolve customer issues appropriately, even in the case where they do not fall under own area of responsibility.
4) Is aware of the level of service offered by the competition and provides more for customers than they expect.
5. Decisiveness
1) Acts promptly to address urgent needs, taking quickly those decisions which need to be taken.
2) Assesses available information to reach a clear view of key options and selects the best option at the time.
3) Thinks on their feet when necessary.
6. Integrity
1) Publicly admits having made a mistake.
2) Speaks out when it may hurt a trust relationship.
7. Self-awareness and self-control
1) Feels impulse to do something inappropriate and resist it.
2) Resists temptations to act immediately without thinking but does not take positive action.
3) Feels strong emotions such as anger, extreme frustration, or high stress) and holds them back. d. Does not do anything but restrain feelings (does not act to make things better).
8. Strategic and Innovative thinking
1) Feels impulse to do something inappropriate and resist it.
2) Resists temptations to act immediately without thinking but does not take positive action.
3) Feels strong emotions such as anger, extreme frustration, or high stress) and holds them back. Does not do anything but restrain feelings (does not act to make things better).
4) Does not do anything but restrain
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