The Private Security Industry Regulatory Authority (PSiRA)

with its head office in Eco Park – Centurion is the statutory body regulating the private security industry in South Africa. PSiRA is looking for dynamic experienced and suitably qualified professionals to take up these challenging positions. It is the intention of the Authority to promote representative through the filling of these positions.

CLOSING DATE: 2023-11-02

JOB DESCRIPTION

Admin Assistant Demand, Acquisitions, Tenders and Contracts (Centurion) 12 months Fixed-Term Contract

Salary: R 9 159.17 Per month :

Requirements: B Degree or BTech/ National Diploma in Supply Chain Management, Purchasing Management, Procurement Management, Logistics/ Transport Management, Public Management, Business Management, or equivalent coupled with at least 2 years working experience in Supply Chain Management

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● Valid driver?s licence (B)

● Recognition of Prior Leaning (RPL) and applicable knowledge and experience on the Job may be considered during the selection process. Essential criteria: Knowledge of Public Finance Management Act & Treasury Regulations

● Sound knowledge of MS Office Packages (Computer literacy)

● knowledge of accounting, knowledge of SCM processes, knowledge of Public Acts, and Laws

● Client service orientation skills and Organization, administration skills, Problem solving and analysis

● Project Management, Interpersonal and Presentation skills

● Honesty, Quick and Innovative thinking. Document Control or Record Management will be added as advantage.

Key Performance Areas: Demand management: Action acquisitions in terms of the demand management annual plan

●Determine in consultation with line managers the goods/service specifications

● Maintain (add new suppliers, update the supplier database of the Authority)

● Acquisition management: Ensure that all goods and/or service requisitions are properly completed and duly authorized by the appropriate line managers

● Prepare request for quotations based on line managers / user’s requirements

● Liaise with suppliers and obtain the required quotations for the required goods/services

● Evaluate quotations received from suppliers● Prepare purchase orders with the approved goods/service providers for approval by relevant delegated person(s)

● Advise line managers on goods/service specifications, bidding procedures

● Compile bidding documents, including but not limited to, TOR’s, standard bidding documents, and advertisements

● Prepare Commitment Register and Maintain a register of all goods/services contracts)

● Record management and reporting: Maintain a proper filing system for Purchase orders, bidding documents, supplier database forms and any other information

● Follow-up on all outstanding orders and ensure timely delivery of goods/services● Provide/supply information to be included in the management reports.

●Governance management and reporting: Comply with all relevant statutes, regulations, and prescripts (e.g., PSIRA Act, PFMA, PPPFA)

● Assist with and resolve internal and external audit queries

● Adhere to PSIRA?s procurement policies and procedures● Receive Supplier Assessment forms to end-users for all PSIRA once off Procurement. Receive and file Monthly Contract Status Report submitted by the end-use/project manager with the Invoices

● Develop good working relationships with all authority departments

● Ability to take minutes accurately during the tender committee meetings and ensure accurate up to date records are kept of all action points

● To comply with such training as is required and necessary to perform the duties of the post

● The post-holder will be required to undertake such tasks as may be reasonably expected within the scope and grading of the post

● Bid Administration: Advertising approved specification by the bid specification committee in Government Tender bulletin, Newspapers, E-portal and PSIRA?s Website

● Preparing bid documents in line with National Treasury?s and PSIRA Procurement Policy

● Issue bid documents to prospective bidders and maintain Bid issue register

● Preparing and arrange meetings for: specification, briefing session/ information session and site inspections, evaluation session as well as the adjudication session

● Preparing briefing/site/information session certificates of attendance

● Responding to prospective bidders regarding bid validity and providing feedback on all bid related queries● Timely distributing BEC recommendation packs to BAC members

● Taking minutes of all bid meetings held (BSC, BEC and BAC)

● Preparing BEC submissions and BAC resolutions

● Preparing and issue Letter of Award/Appointment to successful bidder(s), Debrief all successful bidders

● Preparing and issue unsuccessful letters

● Maintaining the bid register and compiling requests for order generation

● Reporting bids awarded to NT, AG and PSIRA Website

● Internal monthly reporting and quarterly reporting to PSIRA management

● Ensuring safe keeping of bid proposals received from suppliers/ service providers and Ensuring safeguarding of all Bid files, filing of all minutes, submissions, and resolutions.

How to apply for Job Opportunity – Admin Assistant at PSiRA: CLICK HERE

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