Assistant Director: Acquisitions: Division: Tender Administration and Vetting

Job Description

Lead tender administration and vetting as an Assistant Director at the Gauteng Department of Infrastructure Development. This role involves managing tender processes, vetting suppliers, and ensuring compliance with procurement regulations. Ideal for a supervisory professional with supply chain expertise, dedicated to maintaining transparency in public sector procurement.

Requirements

• An undergraduate qualification at NQF 6 or 7 as recognised by SAQA in Supply Chain Management/Economics/Accounting
• A minimum of 3 years’ experience in Supply Chain Management, of which 2 years must be at supervisory level
• A valid driver’s license

Responsibilities

• Advertise the invitation to tender on the CIDB iTender/Register of Projects and/or on the Government Tender Bulletin and/or in suitable media if required
• Compile register of documents issued
• Provide for a dedicated, clearly marked tender box
• Assist in preparing presentations to inform potential service providers of the exact requirements of the procurement processes and project-specific details
• Assist in providing clarity to questions being posed at the Tender Clarification Meeting
• Issue any additional information or addenda to tender documents if required
• Close the tender invitation and/or expression of interest at the correct place, time, and date
• Open the tender box and record all tenders and/or expressions of interest that were received on time
• Open all tenders and/or expressions of interest received on time in accordance with the procurement specification documentation
• Read out the name of the tenderer and, if relevant, the price, if required in terms of the procurement specification document
• Monitor that tenders that were received late are dealt with in the correct manner
• Monitor that tenders are opened, recorded, and published correctly
• Review vetting processes to understand all the requirements for vetting
• Schedule annual validation of information on Supplier Data Base
• Schedule vetting of all tenderers to comply with procurement plan schedules
• Schedule vetting of public servants in collaboration with Corporate Services
• Prepare progress reports on the scheduling of vetting processes and submit them to the Deputy Director: Acquisitions
• Inform the Deputy Director: Acquisitions of any challenges with vetting processes in a proactive manner
• Develop and/or customize forms and procedures that will be used for all vetting processes
• Validate that the information on the supplier database is correctly updated
• Validate that communication with all Service Providers on the database to update their information where required through the Gauteng Department of Finance is implemented
• Obtain updated lists of public servants that work in SCM in the Department, Infrastructure/Property Professionals in the Department projects, and also the representatives of other Provincial Departments
• Complete with the public servants the required forms for vetting
• Interact with Corporate Services in the Department and NIA to manage and complete the vetting processes
• Monitor changes in the human resources profile of SCM in GDID and/or any SCM committee to update vetting processes
• Allocate tenders and/or expressions of interest for responsiveness testing
• Monitor that responsiveness testing is correctly implemented
• Sign off on responsible testing
• Develop a tracking system to control the flow of tender documents from advertising to handing over to Evaluations
• Establish a filing system for keeping records
• Submit copies of documents pertaining to advertising, opening, and recording of tenders and for vetting of suppliers for updating of Project Files by the Deputy Director: Contracts and Performance
• Submit copies of vetting of Public Servants to Corporate Services for record keeping on Personnel Files
• Sign performance agreements for subordinates based on approved Job Descriptions, Strategic and Annual Performance Plans of the Department
• Manage subordinates and maintain discipline
• Manage training and development of subordinates according to agreed training interventions
• Manage the provision of equipment required by subordinates for achievement of outputs in their respective Job Descriptions
• Provide regular verbal and written feedback aligned to quarterly performance assessments to subordinates on performance
• Mentor and coach subordinates
• Determine the Human Resources needs for subordinates in consultation with Corporate Services
• Develop and update the service delivery and work plan for subordinates
• Provide sufficient guidance to subordinates in terms of the service delivery plan, work plans, core business roles, and priorities of the Department through quarterly subordinate meetings
• Manage skills transfer between subordinates and outside technical assistants and/or consultants
• Plan and allocate work responsibilities and processes to control work performance including quality assurance