Senior Officer: Acquisition - Pretoria, South Africa - DPT Recruitment

DPT Recruitment

Verified Company

Pretoria, South Africa

2 weeks ago

Posted by:

Thabo Mthembu

beBee Recruiter

Description

Job Purpose

To effectively and efficiently administer and render procurement process through a competitive bidding process (RFQ and Tenders) and relevant bid committees in line the organisations procurement plan.

Key Performance Areas

Management of Specifications

Review draft specifications received from the User Departments for tabling at the bid specification committee
Distribute the agenda to the Bid Specification Committee members
Provide Secretariat Service to Bid Specification Committee
Assist with conduct market research on commodities as and when required include sole sources, pricing etc
Conduct an analysis on past expenditure relating the organisation procurement activities including the update on frequency of requirement
Monitor the frequency of requirements and advise on the most costeffective arrangement to meet SAWS requirement i.e., longterm contract or transversal if applicable

Advertising Tenders

Implement and provide advice on SCM policies and procedures and National Treasury Instructions
Ensure that all advertised bid/s for service/goods are on the approved Procurement Plan
Ensure that Terms of Reference/Specification received from the Demand Unit are approved
Ensure that approved tender/bid advertisements are published to and advertised on organisations Website, Government Tender Bulletin and National Treasury etender portal
Handle all tender enquiries and ensure response to bidders
Register bids and ensure safe keeping of bids received on and after the closing date
Ensure all tender submissions received comply with all relevant SCM compliance requirements
Ensure that the prescribed details of all tender submission/s received are published on all relevant tender publication platforms

Evaluation & Award

Provide input when policies and procedures are reviewed, as well as at briefing sessions, evaluation meetings, the award stage
Provide guidance and ensure SCM compliance in the Bid Evaluation Committee (BEC) Terms of Reference (TOR)
Attend briefing sessions (if applicable) and advise on SCM processes and procedures
Coordinate and attend the evaluation of received tender submission/s through the relevant Bid Committee
Prepare documentation and ensure accurate calculation of the scores of the potential bidders, write up the recommendations of Bid Committee for decision
Ensure that all relevant documents are properly signed by BEC members and make the requisite submissions to the Bid Adjudication secretariat
Draft and communicate award letter/s and ensure details of the tender award are published on all relevant tender publication platforms
Draft regret letters and communicate to all unsuccessful bidder/s

Tender Contracting Activities

Prepare and submit RFQ or tender award pack to contract management after a tender awarding to kickstart contracting process
Ensure after award of a RFQ or tender, that a contract is signed where applicable
Prepare and submit RFQ or tender award pack to Logistics Management after a tender awarding for creation of a purchase order

Records Management & Reporting

Ensure safe recording and keeping of all RFQ or tender files and tender register
Attend weekly/ monthly procurement plan meeting as and when required
Support Internal and External audit process
Undertake adhoc work as required by supervisor

Stakeholder Management

Engage with internal and external stakeholders on the organisations SCM procedures and processes to ensure compliance and service delivery
Ensure that stakeholder queries are handled promptly and professionally and maintain excellent stakeholder relationships

Requirements:

Minimum Education/Training