Deputy Director: Acquisition and Contract Management

Job Description

Oversee acquisition and contract management as a Deputy Director at the Gauteng Department of Infrastructure Development. This role involves managing tender processes, ensuring compliance with procurement standards, and maintaining supplier relationships. Ideal for an experienced professional dedicated to transparent and efficient procurement in the public sector.

Requirements

• A qualification at NQF level 7 in Supply Chain Management/Accounting/Economics
• A minimum of 5 years’ experience, of which 3 years should be at junior managerial level
• A valid driver’s license

Responsibilities

• Manage advertising 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
• Prepare motivations for shortened periods of advertising of tenders and submit to Director SCM Construction Procurement within thresholds
• Monitor the availability of tender documents
• Manage the supply of tender documents, collection of deposits, and issuing receipts
• Monitor register of documents issued
• Monitor existence of a dedicated, clearly marked tender box
• Manage Tender Clarification Meetings
• Validate additional information provided to tenderers
• Manage the closing of the tender invitation and/or expression of interest at the correct place, time, and date
• Monitor the opening of the tender box and recording of all tenders and/or expressions of interest that were received on time
• Monitor the opening of all tenders and/or expressions of interest received on time in accordance with the procurement specification documentation
• Monitor the return of tenders that were received late unopened with letter stating reason for return
• Monitor opening of each tender in line with procurement specification document
• Manage publication of the names of all tenderers that submitted on time on the Departmental website within 10 workdays after the closure date of the tender for a period of at least 30 days
• Monitor the review of tenders to ascertain that all required documents are included in the tender proposal, documents are completed accurately, and signed off by the tenderer
• Monitor the verification of the tax compliance status, BBBEE status, declaration of interest, and that bidder is not listed in the database of restricted suppliers or the register for tender defaulters
• Monitor confirmation that joint venture contracts are included and signed where applicable and the registration of sub-contractors
• Monitor confirmation that the required documentation in terms of professional registration has been provided
• Monitor confirmation of the legality of the tenderers and their grading status on the CIDB grading system
• Validate the schedule indicating which tenders are not responsive and the reasons for a tender to be non-responsive
• Manage preparation of a tender/quotation register to track and manage the tender process, including the validity period of tenders and adherence to timeframes
• Monitor the evaluation of tenders/quotations in line with the criteria stated on the bid documentation and the preference point system and the evaluation method adopted for the procurement
• Monitor the evaluation of alternative built industry solutions if offered in tenders
• Monitor scoring depending on agreed evaluation criteria
• Manage the performance of a risk analysis based on the highest-ranking tenders or in line with the Construction Procurement Policy (capability, capacity and performance, legal status, conflict of interest, validate offices & assets)
• Monitor compilation of a tender/quotation evaluation report with recommendation of the Bid Evaluation Committee on the award of the bid to the Bid Adjudication Committee
• Manage preparation of an expression of interest evaluation register to track and manage the process
• Monitor evaluation of expressions of interest in line with the criteria stated
• Monitor evaluation of alternative built industry solutions if offered in submissions
• Monitor scoring depending on agreed evaluation criteria
• Monitor compilation of an expression of interest evaluation report from the designated official/Bid Evaluation Committee and make recommendations
• Confirm the compliance of the procurement process with the requirements, integrity, and reasonableness of the process
• Prepare Bid Adjudication Committee Report
• Submit recommendations to the Accounting Officer or delegated Official
• Manage preparation of letters to inform tenderers in writing on the outcomes of the tender award process (award and non-awards)
• Manage publication of tender awards on the Departmental Website indicating contract number, description of services, price, name of the tenderer, BBBEE status, duration of the contract, and brand names
• Manage debriefing meetings if required
• Determine appeals period
• Manage investigations into complaints regarding the construction procurement system and/or processes followed
• Formulate report on the outcome of the investigation
• 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 forservants in consultation with Corporate Services
• 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