Kgomotso Eunice Matjiane

• To provide a full range of administrative and office support to the sub-directorate: SCM.
• To provide administrative support in terms of drafting and formatting submissions.
• To provide support in terms of arranging logistics for workshop and meeting.
• Minute taking of meetings under SCM.
• Coordinate and compile all necessary information, documents and submit to relevant directorate.
• Manage and maintain the document tracking system in the sub-directorate: SCM.
• Provide client relations management services: implement the Commission on Restitution of Land Rights (CRLC) Client Relations Management Policy Framework.
• Keep records of all documents for the SCM unit.
• Prepare submissions for payment, acquisition and logistics: documents for SCM for checking, verifying and signing documents.
• Provide administrative assistance with the processes to administer service level agreement with client.
• Liaise with legal unit for vetting of the contracts.
• Assist with the processes to analyses reports and data sheets.
• Provide general office administration and projects support services: Facilitate processes for requisition of office consumables.
• Facilitate arrangements for travel and accommodation in the department.
• An assistant to the Deputy Director: SCM
• Dealing with payments administration - Print invoices, check compliance and respond to the service providers.
• Invoices that are not compliant are sent back to the supplier to rectify the invoice via email first and after the supplier will be contacted to be informed about the email sent to them to rectify their invoice.
• Register all invoices received on the invoice tracking register.
• Doing follow ups on the outstanding invoices from the suppliers.
• Check the supplier’s quotation, quantities, validity, unit price, vat (if vat vendor), total amount, banking details.
• Check if the supplier is compliant on the Central Supplier Database (CSD) before capturing.
• Capture the invoice by approving the request (ROAT), linking of procurement advice (PA) with quotation (PACP), Approve procurement advice (PAAP), Consolidation of procurement advice to order (BRCP) on LOGIS therefore a purchase order number is generated.

Bid Administration

Demand Management

• Develop and consolidate demand and procurement plan with end-user.
• Coordinate workshops with end-users for Procurement Planning.
• Monitor the procurement of goods and services against the Procurement Plan.
• Schedule Bid Specification Committee meetings as and when required.
• Take minutes for the Bid Specification Committee meeting through capturing the key aspects of the evaluation discussion.
• Serve as Secretariat at Bid Specification.
• Serve as a supply chain adviser with respect to Bid Specifications.
• Present Standard Bidding Documents (SBD) forms and develop evaluation criteria at briefing sessions.
• Updating and maintaining requisition register.

Acquisition Management (Tenders- Bids(RFB) /RFI /RFQ’s)

• Opening and closing of BIDS.
• Receive submitted tenders or proposals through hard copy and implement the required tender receipt management process.
• Review submitted tenders or proposals for SCM compliance through checking submission against the requirements define in the terms of reference or calls for proposal.
• Checking Compliance and follow processes in terms of SCM guidelines, treasury regulation, BBBEE act, PPPFA and Constitution.
• Prepare a report highlighting the compliant and non-compliant submissions with explanations to the Bid Evaluation Committee.
• Serve as a supply chain adviser with respect to Bid Specifications, Bid Adjudication
• Committees and Bid Evaluation Committees directives/specifications meetings.
• Serve as Secretariat at Bid Adjudication.
• Schedule and convene a Bid Evaluation Committee through identifying key participants and distributing relevant materials.
• Take minutes for the Bid Evaluation Committee meeting through capturing the key aspects of the evaluation discussion.
• Serve as a technical advice on compliance and SCM related matters as required at the bid specification, bid evaluation and bid adjudication meetings.
• Apply the specific goals and pricing formulae to the tenders that meet the Bid Evaluation assessment criteria and identify the highest rate tender.
• Prepare the packs for the Bid Adjudication Committee.
• Prepare a submission and manage approval, signature and storage of BAC minutes and reports.
• Post the awarded supplier on departmental website.
• Compiling bids documents and publish advert of tenders at National Treasury e-Tender Portal and departmental website.
• Verify the Bid documents of subordinates before publishing the advert.
• Updating and maintaining BIDS and RFQS register.
• Prepare adverts for RFQ’s.
• Present Standard Bidding Documents (SBD) forms and Evaluation criteria at Briefing sessions.
• Respond to questions related to procurement Processes.
• Proper control over bids files and filling of bid documents.

Transversal Contract Management RT3

• Request for quotations from the transversal contract list approved by National Treasury.
• Administration, contract monitoring and compliance of transversal contracts.
• Develop and prepare regular reports on the status of transversal contracts.
• Source quotations from the listed suppliers by National Treasury.
• Write submission for the request of approval to appoint.
• Monitor and provide information on contracts that are expiring.
• Preparation of contract documents and renewal documents
• Update and maintain photocopy lease programme 1, programme 2 and programme 3.

Memorandums (Deviations)

• Receiving memorandums from internal clients (Media Buying and Media Production) and other sections.
• Checking if the finance supervisor confirmed on the memorandum that funds are available for the campaign and there must also be a date and signature.
• Registering all memorandums received to keep record.
• Verifying the memorandums compliance in line with prescripts.
• Check and verify supplier on the Central Supplier Database (CSD).
• Approve or partially approve compliant memorandums and return non-compliant back to the clients by writing inputs of the errors identified.

Registering, recording and filing

• Maintain the filling system as per the directives of the archives and records management prescripts.
• Sort and prepare documents for disposal processes as in line with the relevant prescripts.
• Perform administrative duties within the section as and when the need arises.
• Ensure updated and accurate record keeping and filing.

Procurement Administration

• Receiving e-requisitions from internal clients on SharePoint online.
• Print hard copies of compliant e-requisitions.
• Verifying e-requisitions for compliance in line with prescripts.
• Check and verify supplier on the Central Supplier Database (CSD).
• Approve compliant e-requisitions online using SharePoint and return non-compliant back to the clients.
• Capture e-requisitions (RQCP, RQAT, PAAP, and BRCP) and petty cash on LOGIS and LOGIS online (Procurement integration System).
• Take requisitions (hard copies) to finance for allocation of funds and signed off by the financial supervisor.
• Check and verify allocations on LOGIS online (Procurement integration System) if they correspond with the correct allocations signed off by the financial supervisor.
• Ensure that all e-requisitions captured and authorised are complying with Legislation.
• Generate an order number by approving the requisition and print out the order.
• Update the e-requisitions received with order numbers once generated.
• Monitor the e-requisitions received to ensure that they are finalised within turnaround time.
• Capture new suppliers on corporate reference data, advice clients with respects to procurement processes and procedures. Attend to enquires.
• Provide monthly and weekly reports on e-requisitions from SharePoint as per the standard set by the department.

Payment Administration

• Checking the compliance of the order before capturing.
• Capturing on Invoice Tracking System (ITS).
• Issuing and receiving of stock are received in transit unit and capture.
• Reporting on all stock received & issued every week.
• Verify deliveries from suppliers and follow up on outstanding deliveries.
• Ensure that Government orders are filled safely.
• Capturing of RCRI & FIIN, Payment (PM) on LOGIS system.
• Liaise with service providers with regards to unpaid orders.
• Verify and capture all invoice received before reaching 30days as prescribed by government.
• Add payment (PM), pre-authorisation and authorising payment on LOGIS procurement integration systems.
• Capturing lease and municipal services payments on BAS.
• Verify unmatched Electronic Bank Transfer (EBT) bank details report.
• Facilitating accounting verification service (AVS) of Bank details for the Central Suppliers Database (CSD) system.
• Follow up and responding to all queries relating to payment, invoices and deliveries.
• Authorise foreign payments on safety banking web banking system as per SWIFT requirements.
• Reconcile revenue report to NRF.
• Follow up and responding to all queries relating to payment, invoices and deliveries.

Assets and Facilities Administration

• Collect stock received at payment transit unit.
• Update Microsoft assets database spreadsheet on all movements of the assets in and out of store to designated units and users within the department
• Keep record of fixed assets in their register whenever assets are acquired and ensures that they are barcodes and updated on the LOGIS system.
• Assist in the physical asset’s verification.
• Notify divisions regarding new acquisitions and movement of existing assets weekly.
• Monitoring the status of records associated with the assets of the municipality applying internal control procedures to check, verify, update and maintain acquisition, valuation and location details.
• Report weekly and monthly to my supervisor on activities that are listed on the Asset plan.
• Updated the insurance company of all new assets acquired, stolen or missing assets as well as disposals.
• Keep record of assets to be disposed and compiling disposal schedules for assets which have been identified to be presented to the Disposal Committee for Disposal.
• Apply the policies, procedures, standards and legislation regarding asset treatment.
• Maintain proper record keeping of fixed assets and prepare reconciliations.
• Monitoring assets by ensure that assets are well-maintained and operational.
• Manage asset acquisitions by coordinating the purchase of new assets.
• Manage asset disposals through following the procedures for removing assets from service.
• Report on assets by providing information on the condition and performance of assets to my supervisor.
• Develop maintenance plans for using asset data to create strategies for maintenance and improvement.
• Ensure that compliance is followed through and making sure that assets are used in accordance with policies and procedures.