NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS) DEPARTMENT: PURCHASE AND PAYMENTS POSITION NUMBER: N002731 VACANCY: TENDER SPECIALIST PEROMNES GRADE: P8 EMPLOYMENT TYPE: PERMANENT APPOINTMENT

KEY RESPONSIBILITIES:

 

Demand management planning and scheduling

·        Compile and manage the procurement plan and tender process to ensure tenders are on time to support business.

·        Liaise with all relevant stakeholders to optimise the procurement plan.

·        Plan the number of tenders to ensure that staff capacity is sufficient to handle the number of tenders in the process at any given time.

·        Ensure that tenders are finalised in time for approval by relevant committees.

 

Tender Management

·        Review tender document and specifications to ensure that it aligns with strategy, policies, transparency and fairness.

·        Liaise with tender requesters to give feedback on tender document and specifications.

·        Manage all tender process committees (documentation-, evaluation- and adjudication committees) including establishment, follow up of tasks, final sign off, etc.

·        Review tender evaluation reports for completeness and accuracy.

·        Ensure that recommendation is relevant to the specifications and reasoning for non-responsive tenders is correct.

·        Submit tender evaluation reports to evaluation committee for consideration and ensure timely feedback.

·        Submit tender reports to adjudication committee for recommendation to final approver.

·        Manage the tender approval process from start to finish.

·        Communicate tender outcome to the requester and assist where necessary with implementation and loading of tender details on financial system.

 

Tender process administration

·        Ensure that all tenders have followed correct procedure.

·        Communicate any delays, feedback and necessary information to tender requester.

·        Ensure that all relevant documents are included in the filing system.

·        Liaise with Internal and External Auditors where required.

·        Review processes on continuous basis to improve efficiency.

·        Review tender template regularly to ensure that all content is relevant and applicable.

 

Supervision

·        Supervise staff and ensure that policies and processes are followed.

·        Staff management responsibilities.

KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:

·        Knowledge of procurement procedures and governance and implementation thereof. ·        Good computer skills and knowledge of MS Office. ·        Organisational and planning skills. ·        Excellent deadline management. ·        Ability to think and act pro-actively.

 

KEY BEHAVIOURAL COMPETENCIES:

·        Accurate work and attention to detail.

·        Work under pressure.

·        Professional communication and conduct.

·        Impeccable integrity.