ADMINISTRATION CLERK: CONTRACT MANAGEMENT (X2 POSTS)

This position, based in Pretoria, offers an opportunity to contribute to the efficient administration of contract management within a government department. As an Administration Clerk specialising in contract management, the successful candidate will be part of a sub-directorate responsible for overseeing service level agreements and ensuring that all contractual arrangements comply with the relevant legislative and regulatory frameworks. The role is primarily clerical and supportive in nature, but it plays a critical part in maintaining accurate records, monitoring contract performance, and facilitating the smooth flow of documentation between the department, legal services, and external service providers. The department is filling two posts, and the work is ideal for someone with a keen eye for detail and a solid understanding of supply chain management principles in the public sector.

Applicants must hold a Grade 12 certificate, and a three-year degree in Supply Chain Management combined with at least two years of experience in the contract management field will be a strong advantage. An NQF5 certificate in contract management, as well as practical knowledge of the contract management framework and experience in administering a contract register, will further strengthen a candidate's application. A thorough understanding of the legislative environment governing public sector supply chain management is essential, including the PFMA, PPPFA, the Financial Framework, the Contract Management Framework, the Supply Chain Management Framework, Treasury Regulations, GRAP, and BBBEE. Familiarity with Public Service regulations and departmental policies and procedures is also required, as the role demands strict adherence to these prescripts.

The core duties involve providing clerical support across the entire contract life cycle. This includes preparing motivations for contracts and contributing inputs to the manager, ensuring that contractor invoices are accurate and submitted for approval once orders are delivered, and compiling submissions to Legal for the drafting of service level agreements and addendums. The clerk will also monitor service level agreements to ensure they align with all relevant legislation and departmental prescripts, track contract performance, and check the validity periods of contracts so that extensions or renewals are processed before expiry. Administrative support tasks include assisting with logistical arrangements, ordering and issuing stationery, and maintaining personnel records. The role also requires updating and maintaining the automated contract register, ensuring all contract information is uploaded accurately, organising and filing contract-related documents, and compiling basic reports on contract status, performance, compliance, and risks. In addition, the incumbent will assist with contractual activities such as service reviews and inception meetings, all governed by the Contract Management Framework.

The department is an equal opportunity affirmative action employer and intends to promote equity in terms of race, gender, and disability through the filling of these posts. Shortlisted candidates will be required to undergo pre-entry assessments, including a practical exercise and an integrity assessment, and the selection panel will score these as part of the interview process. Suitable candidates will also be subjected to personnel suitability checks, including criminal record, citizenship, credit record, qualification, and employment verification. By applying, candidates consent to the processing of their personal information in line with the Protection of Personal Information Act. The successful candidate will be required to enter into an employment contract and a performance agreement. Applicants are reminded to follow the application instructions precisely, as failure to submit the required documentation, such as the fully completed and signed prescribed application form and a detailed CV, will result in disqualification. Correspondence will be limited to shortlisted candidates, and if no response is received within eight weeks of the closing date, applicants should consider their application unsuccessful. The department also reserves the right not to make any appointment to these posts.