Procurement Administrator (3063)

POSITION OBJECTIVE:

• To provide an effective and efficient administrative service in support of all Procurement and Supply Chain Management (SCM) functions and activities, ensuring accurate record keeping and compliance with SANRAL policies and applicable procurement legislation.

MINIMUM REQUIREMENTS:

• An NQF Level 5 qualification in Supply Chain Management, Procurement or a related field.
• At least two (2) years' relevant experience in Procurement or Supply Chain Management.

OTHER SPECIAL REQUIREMENTS BENEFICIAL TO THE JOB

• Experience working within a public sector or state-owned entity procurement environment.
• Experience in providing secretariat support to Bid Committees.

COMPETENCIES:

• Knowledge of public sector procurement systems, including the legal framework and the various regulatory institutions responsible for procurement and transformation.
• Working knowledge of applicable public procurement legislation, regulations and related SCM/Procurement practices.
• Good understanding of the Procurement and SCM functions and processes, including the Bid Committee system.
• Understanding of the linkages between business operational objectives and procurement models.

SKILLS:

• Good written and verbal communication skills, with the ability to engage effectively with internal and external stakeholders.
• Ability to manage multiple procurement processes, competing priorities and statutory deadlines.
• Ability to identify and resolve routine procurement queries and discrepancies.
• Ability to build effective working relationships across the organisation.
• Proficiency in MS Office and relevant procurement and business systems.

KEY RESPONSIBILITIES:

Procurement Administration Support

• Provide administrative support in compiling, implementing and monitoring the Annual Procurement Plan (APP).
• Support the quarterly review and update of procurement requirements and project procurement activities.
• Administer the request for quotation process, including issuing Requests for Quotation (RFQs) to service providers, following up on outstanding quotations and checking quotations received against the approved specifications.
• Maintain accurate records and ensure the secure filing of procurement documentation, including RFQs and Requests for Proposal (RFPs);
• Coordinate and administer the advertisement of tenders and the publication of contract awards on prescribed platforms, including the Government Gazette, eTender Portal, CIDB and the SANRAL website.
• Respond to tender-related enquiries and coordinate tender clarification meetings, ensuring accurate recording and distribution of meeting minutes.
• Communicate tender validity extension requests and related correspondence to bidders and contractors.
• Receive and record submitted tender documents, ensuring accurate maintenance of the tender receipt register and compliance with procurement procedures.
• Ensure that procurement records are managed in accordance with SANRAL policies, legislative requirements and document retention standards.
• Provide administrative support throughout the tender evaluation and award process, ensuring confidentiality, accuracy and compliance with applicable procurement regulations.

Bid Committee Secretariat

• Coordinate Bid Committee meetings, including the booking of boardrooms and all other logistical arrangements for members.
• Prepare and distribute agendas, minutes and meeting packs for Bid Committee meetings in advance, within the agreed timeframes.
• Ensure that Bid Committee (BSC, BEC, BAC, including RBAC and MBAC) meetings are scheduled in advance and that all internal stakeholders and committee members are notified of the meeting dates timeously.
• Receive approved and signed memoranda from the BAC and/or BEC (Head Office) Chairperson and check them for completeness and compliance with BAC requirements.
• Follow up on unresolved or outstanding Bid Committee matters and ensure that they are resubmitted for approval within the agreed timeframes.
• Maintain an accurate filing system of all documentation and resolutions of the BSC, BEC, BAC and CC.
• Perform general administrative duties as per departmental requirements.

KEY RESPONSIBILITIES cont..:

Supplier Performance Management Support

• Assist end users with the performance assessments of suppliers (non-engineering).
• Assist in the preparation of supplier performance management reports.
• Maintain records of, and follow up on, measures taken for the non-performance or underperformance of suppliers for both engineering and non-engineering services.
• Assist with the preparation and submission of properly authorised engineering and construction deviations for approval by National Treasury.
• Update relevant business systems with supplier performance information.

Contract Management Support

• Maintain and regularly update procurement and contract management registers, including registers for awarded contracts (tenders and quotations), contract variations, deviations, extensions and cancellations.
• Monitor contract expiry dates and proactively notify end users and relevant stakeholders of upcoming contract expirations.

Documentation Management

• Continuously update the documentation control checklist used to track and monitor procurement documentation.
• Administer the procurement document management system
• Check quotation and tender files for completeness of information throughout the life cycle of a project.
• Ensure that procurement files contain all the information required in terms of the checklist.

Risk and Audit Compliance Support

• Assist in identifying areas of risk and non-compliance and propose ways to mitigate them.

Closing date for applications: 3 November 2026