PROCUREMENT ADMIN OFFICER REF NO: DOT/HRM/2026/38 Branch: Chief Financial Officer

This position is for a Procurement Administration Officer within the Department of Transport's Chief Financial Officer branch, specifically in the Supply Chain Management Sub-Directorate responsible for Bidding and Acquisition. Based in Pretoria, the role supports the full procurement cycle from supplier registration through to the awarding of quotations and the management of service provider engagements, ensuring compliance with all relevant legislative and policy frameworks.

To be considered, candidates must hold a qualification at NQF level 6 in Supply Chain Management, Logistics Management, or Public Procurement Management, recognised by SAQA, and have at least one year of experience in supply chain management. The role demands a solid understanding of SCM policies, prescripts and practices, as well as the Public Service Regulations and the Public Service Act. Practical knowledge of the PFMA and Treasury Regulations is essential, along with computer literacy in SCM systems, MS Word and Excel. Applicants should also demonstrate planning and organising skills, strong verbal and written communication, financial management ability, and project management skills.

The duties are wide-ranging. The officer will administer the supplier database, receive requests for quotations and check compliance before sourcing, including verifying that budgets are available and specifications are not biased. They will determine the appropriate sourcing strategy and engagement model, using the Central Supplier Database and other applicable methods to obtain quotations fairly and equitably. The role involves monitoring quotation timelines, evaluating submissions, compiling comparative schedules, and ensuring that the highest-scoring compliant supplier is recommended and approved by the delegated authority. The officer will also liaise daily with chief users and suppliers, handle internal and external queries, and submit finalised quotations to the LOGIS unit for further processing.

For services, particularly consultants, the officer will receive Terms of Reference, ensure an approved case and gap analysis exists, and prepare submissions for the appointment of specification and evaluation committees in line with Treasury Regulation 16A and SCM policy. They will check specifications against SCM templates, arrange specification meetings, compile reports, publish TORs on e-tenders and the departmental website, and manage the receipt and registration of proposals. After evaluation, they will compile reports for approval, publish results, and ensure all documents are safely kept for audit purposes before handing projects to contract management. For IT-related services, the officer will process DITCOM forms, use RFB 740 and SITA sourcing strategies, and maintain the same compliance and liaison standards.

The position also requires implementing and enforcing all SCM policies and legislation, interacting with the CSD, DTI and National Treasury, and guiding service providers on departmental requirements. Administrative responsibilities include compiling monthly statistical reports, updating the quotation register manually and electronically, submitting weekly RFQ reports to the manager, and maintaining the deviations register. Only short-listed candidates will be contacted. This is an excellent opportunity for a detail-oriented procurement professional to contribute to transparent and compliant supply chain management in a national government department.