Senior Administrative Officer: Tender Administration and Vetting SCM

Job Description

We are seeking a meticulous and organized Senior Administrative Officer to join our Supply Chain Management unit, specializing in Tender Administration and Vetting. This role is fundamental to maintaining the integrity and efficiency of our procurement processes. You will be responsible for managing the full tender lifecycle, from advertising and document control to the critical vetting of suppliers. This position requires a keen eye for detail, strong administrative skills, and a commitment to upholding transparent and compliant procurement practices.

Requirements

• An undergraduate qualification (NQF Level 6 or 7) in Supply Chain Management, Economics, or Accounting, as recognized by SAQA.
• A minimum of two to three years of relevant experience in a similar role.
• A valid driver's license is required.

Responsibilities

• Assist in advertising tender invitations on platforms such as the CIDB iTender portal and the Government Tender Bulletin.
• Facilitate the availability of tender documents for interested parties.
• Issue tender documents, collect any applicable deposits, and provide receipts.
• Maintain a comprehensive register of all tender documents issued.
• Help ensure a dedicated and clearly marked tender box is available for submissions.
• Gather all necessary documentation required for Tender Clarification Meetings.
• Distribute any additional information or addenda related to tender documents.
• Methodically record all tenders that are received after the deadline.
• Return late tenders unopened, accompanied by a letter explaining the reason for their return.
• Open each tender submission in accordance with the specified procurement procedures.
• Mark all relevant documentation as per the Departmental Construction Procurement Procedures.
• Publish the names of all timely tenderers on the departmental website within ten workdays of the closing date.
• Support the supplier vetting process by collecting and validating all relevant forms.
• Verify the accuracy of data provided on vetting forms.
• Conduct physical vetting of suppliers where necessary.
• Compile a list of all suppliers providing recurring professional consulting and contractor services.
• Validate the correctness of supplier information on the database, including addresses, banking details, and compliance certificates.
• Communicate with Service Providers to request updated information via the Gauteng Department of Finance.
• Administer the continuous updating of contractor and professional service provider information on the Supplier Data Base.
• Review tender proposals to ensure all required documents are included, completed accurately, and properly signed.
• Verify the tax compliance status, BBBEE status, and declaration of interest for each bidder.
• Confirm that bidders are not listed on the database of restricted suppliers or the register for tender defaulters.
• Ensure joint venture contracts are included and signed where applicable.
• Confirm that required professional registration documentation has been submitted.
• Validate the legality of tenderers and their grading status on the CIDB system.
• Prepare a schedule that details non-responsive tenders and the reasons for their non-responsiveness.
• Assist in developing a tracking system to monitor the flow of tender documents.
• Help establish and maintain an organized filing system for all tender records.
• Sign performance agreements with subordinates based on departmental plans.
• Provide leadership and maintain discipline within the team.
• Manage the professional training and development of your direct reports.
• Ensure subordinates have the necessary equipment to achieve their objectives.
• Deliver regular performance feedback to subordinates in alignment with quarterly assessments.
• Act as a mentor and coach to foster team growth.
• Identify and communicate the human resource needs of your team to Corporate Services.
• Create and update the service delivery and work plans for your subordinates.
• Offer clear guidance to your team on departmental priorities and business roles.
• Promote skills transfer between internal staff and external consultants.
• Systematically plan and assign work to control performance and ensure quality.