Bid Secretary

Job Title                     : Bid Secretary

Peromnes Grade       : P09 (R 705 079.27 CTC Per Annum)

Location                     : Pretoria (Head Office)

Reporting Line           : Manager: Supply Chain Management

Overall Job Purpose  : Manage the Bid Adjudication Committee Meetings and provide overall support to the Supply Chain Management Business Unit.

KEY RESPONSIBILITIES

Tender Administration

• Assist in opening of tender document.
• Assist in tender administration.

Administer Bid Adjudication Committee Meeting

• Coordinate Bid Adjudication Committee (BAC) meetings.
• Administration of appointment and tenure of Bid Adjudication Committee members.
• Receive and record Bid Adjudication Committee Submissions.
• Compile and distribute Bid Adjudication Committee meeting packs.
• Manage and communicate Bid Adjudication Committee actions items.
• Coordinate training of Bid Adjudication Committee members

Manage Deviations and Variations and Variations register

• Keep register of all variations and deviations.
• Implement and monitor variations and deviations.
• Submit and follow up variations and deviations with the National Treasury.

Filling

• Filling of approved Bid Adjudication Committee packs and bid responses.
• Retrieve Bid Adjudication packs.

Minute Writing

• Write minutes for Bid Adjudication Committee meetings.
• Write resolutions for Bid Adjudication Committee meetings.
• Compile request for quotation report.
• Keep records of requisitions.
• Follow up on the action’s items of SCM meetings.
• Recording, writing and filing of BAC and SCM unit meetings.

Provide Administrative Support to the SCM Business Unit

• Rendering of effective administration and office support services.
• Act as first point of contact for internal and external clients.
• Coordinate SCM unit meetings.
• Follow up on actions items.
• Manage stationery of the SCM unit.
• Coordinate training for SCM unit.
• Assist with travel arrangements for SCM unit.
• Compile and keep record of SCM unit requisitions.
• Address queries from stakeholders and / or channels queries to correct role players.
• Assist with coordination and consolidating of weekly, monthly and quarterly reporting.
• Assist with developing and reviewing standard templates.
• Maintain an effective filing system for ease of tracking and retrieval of documents.

Communication

• Provide constant feedback to end users.
• Keep end users updated with Bid Adjudication Committee Resolutions and decisions.
• Communicate Bid Adjudication Committee decisions to the SCM unit.

Reporting

• Provide weekly report to Supply Chain Manager on Bid Adjudication decisions.
• Compile monthly reports to Bid Adjudications Committee decisions and resolutions.
• Prepare monthly reports of bids awarded, cancelled and in progress to BAC.

Travel Administration

• Act as a travel coordinator and liaise with the contracted travel agency.
• Make travel arrangements for the staff and the manager i.e. transport, accommodation & flights.
• Ensure adherence to travel policy requirements in terms of class of travel and types of accommodation.

Correspondence, records and documentation management

• Develop a database of contacts and updates regularly to ensure current information.
• Handle all incoming & outgoing correspondence.
• Establish and maintain an efficient and effective correspondence and document management system.
• Prepare type or edit correspondence & documentation as required.
• Archive Manger’s office documentation as per prescribed schedule / requirements.
• In consultation with the Manager disseminate information and/or documents on behalf of the regions.
• Handle confidential and sensitive documentation.

Procurement

• Preparation and submission of requisitions for purchase orders and invoices.
• Sourcing of quotations via RFQ processes.
• Raise purchase orders for required services and requests authorisation from manager prior to forwarding to Supply Chain Management (SCM).
• Sourcing and ordering of stationery and office consumables.
• Keep an inventory of stationery and office consumables.

KEY PERSONAL ATTRIBUTES

• Must have excellent communication skills both verbal and written.
• Must be assertive, loyal and reliable.
• Good team player and leader.
• Must be able to take initiative.
• Must be well organised and deadline driven.
• Honesty and Integrity.

EDUCATIONAL QUALIFICATIONS

• Matric (Grade 12) and;
• Three (3) year National Diploma (NQF Level 6) in Office Administration; Public Management; Supply Chain Management or equivalent.

KNOWLEDGE AND EXPERIENCE

• Minimum of three (3) years’ experience in a similar role.
• Knowledge of Supply Chain processes and procedures.
• Knowledge of Supply Chain Management framework.
• Understand governance matters.
• Understand confidentiality and communication protocols.
• Excellent writing skills.
• Must be proficient in MS Office.

The Council for Geoscience is committed to Employment Equity and diversity. In accordance with the Employment Equity prescripts, preference will be given but not limited to candidates from under-represented designated groups. Females and people from previously disadvantaged groups and sectors are encouraged to apply.

Correspondence will be limited to shortlisted candidates only. If you have not been contacted within eight (8) weeks after the closing date of this advertisement, please consider your application unsuccessful.

All appointments are subject to positive vetting results.

The processing of your personal information by the Council for Geoscience will be done in accordance with the POPI Act 4 of 2013.

For enquiries, please contact us at recruitment@geoscience.org.za. Please note: Applications submitted to this email address and CGS social media platforms will not be considered.

Closing Date: 05 May 2025