Tender Officer P003178/N001151/N000076
Listing reference: nwu_001982
Listing status: Under Review
Apply by: 7 September 2023
Position summary
Industry: Education & Training
Job category: Tenders and Service Information
Location: Potchefstroom
Contract: Permanent
Remuneration: Market Related
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS)
DIVISION: FINANCE AND FACILITIES
DEPARTMENT: PURCHASE AND PAYMENTS
POSITION NUMBER: P003178/N001151/N000076
VACANCY: TENDER OFFICER (3 POSITIONS)
PEROMNES GRADE: P10
EMPLOYMENT TYPE: PERMANENT APPOINTMENT
PURPOSE OF THE POSITION:
Responsible for administration of tenders throughout the tender value chain (tender planning, tender process, evaluation) and developing and management of the tender master plan.
Job description
KEY RESPONSIBILITIES:
Demand Management Planning and Scheduling
· Create procurement timeline for adverts – engage with publishing etc to keep to deadlines.
· Check correctness and obtain approval from management; engage with Language Directorate department.
· Provide proof of procedure, advert, and publications for auditing purposes.
· Organize and manage newspaper publications (local and national).
· Responsible for closed tender procedure invitations to tender.
Tender Administration
· Preparation of tender documentation committee meeting, compilation of tender documentation; aligning tender documentation with planning and strategy.
· Create procurement strategy timeline – engage with Tender Owner.
· Check correctness, detail, and completeness of tender documentation and planning; use information to initiate tender process.
· Check alignment with governance processes and that correct procurement procedure is followed in line with NWU procurement policy and procedures.
· Prepare the engagement of all tender stakeholders in line with procedures and ensure it adheres to master document and demand plans.
· Plan and arrange relevant procurement committees and scheduling of these committees in line with annual plans and Council sub committees and procurement strategy timelines.
· Collaborate with Internal Audit for registration of tenders on main register - apply for tender number, organise closing dates, opening of tenders, providing proof of procedure followed, record keeping for auditing purposes.
Tender Process Administration
· Prepare tender adverts and build publications for website.
· Publish tender adverts on NWU website.
· Schedule and arrange tender briefings and attendance register in line with reservations received.
· Organise dates for tender briefings in line with procurement strategy deadlines.
· Schedule for Tender Owner and arrange to record briefing in line with procurement policy and governance procedures.
· Provide tender briefing procedure to project team.
· Distribute tender documents, drawings, specifications to all tenderers before briefing.
· Attend to all amendments and queries and provide clarification, coordinate technical queries.
· Communicate progress with Tender Owner throughout the process.
Tender Evaluation Process
· Receive link with tender documents from Internal Audit.
· Evaluate tenders against tender criteria.
· Prepare tender evaluation sheets and report.
· Incorporate evaluation report corrections from reviewer.
· Forward evaluation reports to relevant committees for recommendation and approval.
· Track evaluation reports through the approval process.
· Inform Tender Owner once tender is approved.
General
· Load all documents onto electronic filing system in terms of NWU file plan for reference and audit purposes.
· Assist with internal and external audit enquiries. Give inputs into approving of processes.
KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:
· Knowledge of procurement procedures and governance and implementation thereof.
· Good computer skills - Computer literacy in MS Office (Word, Excel and PowerPoint).
· Organisational and planning skills.
· Excellent deadline management.
· Goal driven.
KEY BEHAVIOURAL COMPETENCIES:
· Accurate work.
· The ability to work under pressure.
· Professional communication and conduct.
· Impeccable integrity.
Minimum requirements
· A diploma (NQF level 6) in Procurement Management or relevant field.
· A minimum of 3 years’ experience in Tender and Procurement Administration.
ADDED ADVANTAGES:
· Accreditation with a Procurement Association.
· A minimum of 3 years’ experience in Project and/or Construction Administration.
REMUNERATION:
The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.
ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO: Mr Etienne Mostert Etienne.Mostert@nwu.ac.za
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Ms Akhona Maqungo: 018 299 2624
CLOSING DATE: 07 September 2023
PLANNED COMMENCEMENT OF DUTIES: As soon as possible
Kindly take note: applications must be submitted online through the official NWU vacancy website.
Incomplete applications and those submitted through any other platform will not be considered.
The University subscribes to and applies the principles of Employment Equity (EE) Act and is committed to transformation. Preference will be given to candidates from the designated groups, in accordance with the principles of the EE Act and NWU Employment Equity Plan.
The University reserves the right not to make an appointment. Communication will be limited to shortlisted candidates only.
If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful.
