Tender and Contracts Administrator

KEY DELIVERABLES

• The purpose of the Tender and Contracts Administrator is to ensure compliant execution of all tender and contracts activities in accordance with National Treasury standards, regulations and relevant prescripts.

The Individual will primarily be responsible for, but not limited to the following:

• Provide administrative support to the Supply Chain Management tender management unit.
• Provide support and assistance to business sections/units to complete proper specifications and terms of references for tenders.
• Advertise and monitor the tender process to ensure that all Treasury Regulations and the Supply Chain policy and other government prescripts are followed.
• Ensure administration of briefing sessions.
• Coordinate site visits
• Issue Bid reference numbers and manage bid closings.
• Conduct public tender reading
• Manage receiving and opening of bids.
• Request CSD reports to confirm bidder Information
• Develop a checklist in accordance with Bid specification/terms of reference and conduct compliance check
• Distribute complete and accurate full Bid packs in terms of the Supply Chain Management Policy.
• Perform the procurement evaluation for all types of tenders.
• Consideration of local production and content requirements
• Coordinate BEC meetings
• Present the bid received and outcome of compliance check for committee's consideration
• Guide the BEC after the Procurement evaluation on the overall technical evaluation of tenders.
• Take and distribute meeting minutes
• Co-ordinate the completeness of tender documentation within the organization
• Notification of tender results to bidders.
• Update and maintain the company's tender register.
• Provide Information to update progress In line with the organisational procurement plan.
• Process all documentation according to company policies and procedures as well as document control principles, within specified time frames to ensure compliance.
• Manage the filing, storage and security of tender documents.
• Ensure accurate record keeping of the tender documents.
• Maintain records of tender and contracts meetings
• Compile Bid Evaluation reports for submission to BAC.
• Distribute reports to the committee and Manager.
• Provide guidance on site visits report
• Report transactions above the threshold
• Provide input on Tender and Contract Management policies, procedures and process flows.
• Responding to Audit queries
• Provide Input into SCM policy and processes
• Guide the business units on tender processes
• Issuance of appointment letters and contract forms
• Issue legal department with legal instruction to draft SLA
• Assist with remedial action to address non-conformance to SLA
• Build, support and maintain healthy diverse internal and external relations and implement remedial actions where required
• Provide relevant support to stakeholders to ensure team objectives are achieved.
• Provide stakeholders with assistance as and when required and within own area of competence to assist in the achievement of team objectives.
• Guide and support business units regarding compliance to supply chain policies and procedures and treasury regulations
• Respond to post tender briefing queries and ensure that formal response is distributed and recorded accordingly
• Provide tender debriefing to unsuccessful bidders
• Timeous submission of performance agreements and review

MINIMUM REQUIREMENTS

• Matric/Grade 12 Certificate
• Three 3 Year National Diploma NQF 6 In Supply Chain/Purchasing/Procurement/Logistics or Public Management
• Minimum three 3 years tender process administration experience

KNOWLEDGE

• Preferential Procurement Policy Framework Act, 2022
• Treasury Regulations, Prescriptions / directives issued by National Treasury,
• Broad Based Black Economic Empowerment Act,
• Supply Chain Management framework, Policy guidelines and framework for SCM and PFMA.
• Construction Industry Development Board CIDB Act and Regulations

SKILLS

• Computer literacy, Communication written and verbal, Management,
• Conflict Management, Negotiation, Diversity Facilitation,
• Project Management, Presentation and Facilitation, Problem Solving,
• Analytical, Decision making, Time management, Orientate customer focus,
• Financial management, Interpersonal relations

SYSTEM SKILLS

• Microsoft Office Suite
• SAP

CLOSING DATE: 9 September 2026