PROCUREMENT ADMIN ASSISTANT REF NO: DOT/HRM/2026/39 Branch: Chief Financial Officer

This position offers an entry-level opportunity within the Department of Transport’s financial management structure, specifically in the Supply Chain Management sub-directorate responsible for bidding and acquisition. Based in Pretoria, the Procurement Admin Assistant works under the Chief Financial Officer branch and supports the full procurement lifecycle, from supplier registration and quotation requests through to the evaluation and awarding of bids. The role is central to ensuring that the department acquires goods and services in a fair, equitable, and compliant manner, in line with the Public Finance Management Act, Treasury Regulations, and broader SCM policies. It also serves as a liaison point between internal chief users, external suppliers, and logistics units, making it a dynamic administrative position within a government environment.

Candidates must hold a qualification at NQF level 6, recognised by SAQA, in Supply Chain Management, Logistics Management, or Public Procurement Management. No prior work experience is required, making this an attractive entry point for graduates. However, applicants need a solid working knowledge of SCM policies, prescripts and practices, as well as the Public Service Regulations and the Public Service Act. Computer literacy is essential, particularly with SCM systems, MS Word and Excel. A sound understanding of SCM and PFMA prescripts, Treasury Regulations, and the Central Supplier Database is also expected. Strong planning, organising, verbal and written communication skills round out the required profile.

The core duties involve administering the supplier database and receiving requests for quotations, checking compliance before sourcing, and verifying that specifications are unbiased and budgets are available. The assistant must use the Central Supplier Database and other sourcing strategies to obtain quotations fairly, monitor timelines, evaluate submissions, and compile comparative schedules for approval by delegated authority. The role also requires advising the LOGIS unit and chief users on quotation status, maintaining daily liaison with suppliers, handling internal and external queries, and submitting finalized quotations for further processing.

Beyond standard quotations, the position covers procurement for consultant services. This includes receiving Terms of Reference, ensuring approved business cases and gap analyses exist, and checking that submissions to appoint specification and evaluation committees align with Treasury Regulation 16A and SCM policy. The assistant arranges specification meetings, compiles specification reports, publishes TORs on e-tenders and the departmental website, and ensures proper registers for proposals received. After evaluation, results are published and documents are safely kept for audit purposes. The role also administers IT-related quotation processes using DITCOM forms and SITA sourcing strategies such as RFB 740, while ensuring supplier compliance on the CSD.

Additional responsibilities include implementing all SCM policies and legislation, interacting with the CSD, the Department of Trade and Industry, and National Treasury, and guiding service providers on departmental requirements. The assistant drafts monthly statistical reports, updates quotation registers manually and electronically, provides weekly RFQ reports, and maintains the deviations register. Only short-listed candidates will be contacted, and the post is advertised with a specific reference number and closing date for those interested in applying.