Senior Administrative Officer at University of the Witwatersrand

The incumbent’s duties include:

• compiling and maintain a weekly tender status report for the Procurement Department.
• reviewing compliance with the tender process for every tender to be published by the University ensuring that before a tender has been published the tender protocols have been complied with in consultation with the procurement representative. This includes reviewing the tender pack to ensure all documents are contained in the pack and that published material is professional and highlighting any non-compliances to the procurement representative for addressing.

• assuring that the respective procurement representatives has compiled and agreed timelines with relevant stakeholders and that the project plan is updated on a weekly basis
• managing the quotations for tender adverts and validating the quotation before emailing the respective department for approval.
• coordinating, facilitating and formally recording operational meetings and events related to the tender processes in the department.
• arranging publishing of tenders.
• facilitating clarification sessions and site meetings in consultation with the procurement representative when required.
• attend tender briefings and report on critical requirements when required.
• minute tender related meetings and decisions made when required.
• receive tender submission drafting and distribution of tender related communication (verbal and written) in consultation with the procurement representative.
• compile and maintain an awarded tender register.
• tender filing and archiving.
• distributes successful and unsuccessful tender award letters.
• organising, compiling, administering and maintaining the Procurement document management and filing system for digital and printed tender related documents in line with regulatory requirements and in line with best practice for these types of documents.
• being the custodian of all related documentation (paper based and digital) for the tender management function.
• Publishing tenders to the Wits website and maintaining the tenders page
• Ensuring that the SharePoint / intranet portal is up to date with relevant tenders documentation for bid evaluation committees and for tender committee meetings and for auditors.
• assisting with administration related to tender committee meetings, more specifically serving as the Tender Committee Secretariat which includes taking of minutes, distributing meeting requests, finalising the agenda and minutes and facilitating the meeting.
• assisting with the compilation of management reports related to tenders; and
• prepare procurement related presentations as and when needed.
• address all tender related audit requirements with respect to internal, external auditors and Auditor General or other audit requests
• facilitating workshops and training of procurement staff to promote awareness and ensure compliance with tender processes
• compiling standards for tender documentation naming conventions
• Addressing tender related queries in a professional and objective manner and ensuring that internal governance and processes are adhered to with respect to communication via the web, media or directly with internal or external stakeholders.

• A Matriculation certificate and an administrative, secretarial or project administration/management certificate or diploma.
• At minimum 5 years work experience in a senior administrative role with at least 2 years’ experience in the Supply Chain / Procurement sector related to a senior tender administration function including but not limited to, advanced communication skills, electronic filing, secretariat, organising and facilitating tender sessions, monitoring tender status, and alerting management.

• Bachelor’s degree (Business Administration, Supply Chain, Project Management).

• Exceptional verbal communication skills
• Excellent written communication skills
• Accuracy and attention to detail, meticulous recording of information
• Strong administrative and filing skills (paper based and electronic)
• Person that complies with policies and ensures that it is followed
• Well organised, methodical, and logical
• Good interpersonal skills
• Strong minuting skills
• High Computer literacy including extensive experience with spreadsheet, document management software (SharePoint), email and calendaring. MS office suite exposure an advantage
• Website content management
• Ethical, principled with integrity
• Timely feedback
• Determine own work priorities, work independently and as part of a team

Detailed Description

Job Requirements

Additional Details

Please submit a covering letter of motivation, detailed CV with the names and e-mail contact details of three referees, certified copies of degrees/diplomas and SA ID (or passport if not SA). Application profiles must be registered on Wits i-Recruitment at https://irec.wits.ac.za.