Ntombesisa Maqhula
Procurement Specialist / Admin
Pretoria
Summary
Results-driven Procurement Specialist with 14 years of experience in managing RFQ and tender processes. Enforced procurement policies while optimizing profits and ensuring budget compliance. Facilitated cross-team collaboration, conducted bid evaluations, and trained personnel in tender processes. Applied supply chain management principles to mitigate risks and enhance operational efficiency.
Overview
1
1
Language
29
29
years of professional experience
Work History
Procurement Admin/Specialist
CIPC (dtic group)
01.2012 - Current
- Managing the tender Office: End-to-End tender procurement process.
- Compile and consolidation procurement plan in line with annual budget and divisional business plan in line with the demand management and coordinate inputs from various divisions for submission to National Treasury (NT).
- Review progress against annual procurement plans submit to the Senior Manager SCM.
- Supervise the work of the Administrator and the Interns and ensure that Interns received proper training in all SCM functions.
- Supervise the team that close and receive bids during tender closing.
- Conduct market research, compile and review specifications- various tenders- procurement of goods and services, assets, resources acquisition etc and ensure that business case contain market analysis and approved by the Bid Specification Committee (“BSC”).
- Review specification compliance and tender conditions prior advertising and publish bids in all relevant publications in line with the NT regulations and ensure that correct preference points system and appropriate goals are identified.
- Issue and publish RFPs, RFTs, RFQ, RFIs, Deviations, negotiate with suppliers and ensure that contract are following the requirements of the advertised bids.
- Manage all bidder’s enquiries and complaints relating to bids closing.
- Ensure that deviations to the current plan are managed and reported to the NT.
- Ensure that procurement plan is submitted by SCM in line requirements by the due dates to the NT.
- Ability to manage and coordinate multiple tender processes simultaneously.
- Schedule and conduct briefing sessions and site visit for bids.
- Advertising of bids in compliance with SCM regulations and publication of all responses, results.
- Provide training the newly appointed bid evaluation members.
- Conduct online SharePoint and physical evaluations of bids in line with CIPC SCM process; PFMA, Treasury regulations BBBEE Act.
- Provide inputs in SCM policies, and SCM processes, such as the RFPs, RFQ, RFIs processes, SCM deviation process, and tender processes, tender standard operating procedures and CIPC SCM delegations.
- Facilitate and schedule meetings, and compile reports/ minutes for the bid evaluation Committees.
- Review of bids scoring inconsistencies during the evaluation in line with the advertised specification and NT Regulations and ensure that BEC provides. motivation for all scores captured.
- Ensure fairness, independence, and openness throughout the entire process.
- Report and escalate unresolved matters to the Bid adjudication committee.
- Price calculations and recommending award of tenders in line with legislation.
- Presenting tender reports to the Bid adjudication Committee and advising the committee on SCM compliance and processes.
- Report deviations to award in line with the NT regulations.
- Compile clarification questions to bidders with regards to submitted prices/ documentation in line with the SCM delegations of authority. Draft price negotiation requests to preferred bidders as per BAC recommendation.
- Issuing letters of awards to bidders and ensure that SLA are in place in line with the scope of work and assist Contract Unit where necessary.
- Verification and disqualification of non- complying bids in line with the published terms of reference i.e., OEM accreditations, membership/affiliation etc.
- Ensure that tenders are awarded within specified targets.
- Appointment bid Committee members (BSC, BEC and BAC and ad hoc appointments and ensure filed for audit purposes.
- Compilation of monthly and quarterly reports to the NT.
- Publication of award to all publications as per the SCM regulations.
- Managing and addressing queries from internal and external Auditors.
- Compile tender reports for the Senior Manager SCM for presentation to the CFO, MANCO, EXCO, monthly reports to DTIC.
- Compile reports to the SM-SCM and the CFO on B-BBEE performance and compliance.
- Submit Quarterly Report, Deviation Reports to the NT within prescribed period and CIPC SCM risk register.
- Provide feedback to bidders after awards on their performance for future improvements as and when required.
- Managing all deviation processes and procurement for all deviations above 1million i.e., sole source procurement/ emergency procurement, closed bids ensure compliance, approval, reporting in line with SCM prescripts and NT requirements.
- Purchase order creation as and when required.
- Supervise, review reports, and provide training in SCM to Contract Administrators as well as Interns.
- Ensure that the SCM code of conduct is signed by all SCM officials.
- Maintain confidentiality of all tender documents from bidders.
- Ensure that documents are filed electronic and physical SCM all the time.
- Keep abreast about the latest updates, directives, and instruction notes issued by the NT.
Executive Assistant to the Chief Financial Officer
Companies and Intellectual Property Commission
09.2007 - 01.2012
- Secretarial work to the CFO, Managing physical and online diary.
- Compiled and presented monthly divisional reports for EXCO and MANCO decision-making.
- Coordinated and updated monthly management reports from divisions for comprehensive oversight.
- Do claims for the CFO, deal with confidential documents.
- Managed performance reviews for two Office Kitchen Workers supporting CFO operations.
- Recorded meeting minutes and followed up on assigned tasks.
- Assist in downloading and creation of Commitment Register for reporting.
Admin Assistant (Municipal Infrastructure Development Finance)
Dept. of Provincial and Local Government
05.2005 - 08.2007
- Secretarial work to the Director: Municipal Infrastructure Grant and assist in the Chief Director’s office.
- Taking minutes, follow-up on task allocated to the directorate officials.
- Managing financial commitment register & follow up invoice payments.
- Typing correspondence and compile submissions and memos.
- Make travel arrangements and book venues for conferences& workshops.
- Assist in arranging meetings and workshops with Municipalities as the division is dealing with the allocation of funds to municipalities and monitoring the municipalities’ compliance with the DORA and help them spend their allocated MIG funds.
- Make follow ups on response to and from municipalities and arrange meetings and direct queries to respective directorates.
Administrative Officer
ABCOR
01.2003 - 04.2005
- Compiling tender documents to secure new tenders.
- Review government website to see tender applicable to our organization.
- Reconciliation of accounts: creditors and debtors.
- Payments, invoice spreadsheets, correspondence to creditors.
- Credit card, fleet card and bank statement recons, petty cash control.
- Issuing and printing certificates for ABET learners, marking scripts.
Consultant / Admin Clerk
ADMS (Weiner Associates)
11.2000 - 01.2003
- Manage Attorney’s diaries.
- Consultation with clients experiencing difficulties in paying their debts.
- Capturing and drafting applications, assisting in client’s budget.
- Monthly reports, going to court and setting of court dates.
- Claim refunds for illegal deductions for clients’ salaries.
- Manage office in the absence of the manager.
Store Manager
Shoe Town
01.1998 - 11.2000
- Ensure that weekly and monthly targets are met.
- Managed merchandising, ordered and received stock.
- Conducted staff training sessions to enhance skills and knowledge.
- Provided customer services, managed daily banking, controlled petty cash.
- Compiled weekly figures for head office, prepared casual wages.
- Stock takes and shrinkages, Housekeeping.
Admin Clerk/ Receptionist
Eskom Construction
01.1997 - 12.1998
- Answering telephone and welcoming visitors, Managing manager’s diary.
- Handled client queries via phone and in-person; reported electricity faults to faults desk and managed incoming and outgoing mail.
- Managed telephone accounts, maintained petrol cards, and monitored for misuse and theft.
- Recorded minutes during meetings and organized vehicle documents for easy access.
- Authorized trips and completed logbooks.
- Processed claims on time.
Education
BCOM Honours - Business Management
UNISA
Pretoria01-2023
BCOM Degree - Supply Chain & Operational Management
UNISA
Pretiria01-2020
Supply Chain Management - SOURCE & SUPPLY CHAIN MANAGEMENT
UNISA
Pretoria01-2019
PROG - PROCUREMENT & SUPPLY CHAIN MANAGEMENT
UNISA
Pretoria01-2015
Associate of Applied Science - Human Resources Management
Walter Sisulu University of Technology
Eastern Cape 01-1997
Skills
Time Management: Prioritize tasks to meet strict deadlines
Good verbal communication skills: Writing bid reports, Submissions; writing internal memos, compiling minutes and submissions
Good listening skills
MS Word, MS Excel, PowerPoint
Negotiation skills
Central Supplier Database (CSD)
E-tender portal and CIDB
Government Gazette
Newspaper advertising
Public Sector Strategic Sourcing course
Internet & Intranet
Outlook, MS TEAMS
SharePoint
ACCPAC, and SAGE
Contract management; Supply Chain Management (“SCM”) legislation knowledge
Public Finance Management Act
Framework for Supply Chain Management
Code of conduct for the BAC
Code of Conduct for Supply Chain Management
Preferential Procurement Policy Framework Act
Broad Based Black Economic Empowerment Act
References
- Solomon, Motshweni, Head: CIPC Supply Chain Management, SMotshweni@cipc.co.za, 083 899 8765, 071 4814435, 012 394 3872
- Khutso, Maboya, Senior Manager: Corporate Governance Surveillance and Enforcement unit, KMaboya@cipc.co.za, +27872601738
- Velaphi, Skosana, Senior Manager-Chairperson, VSkosana@cipc.co.za, 082 468 8699, Bid Evaluation Committee
- Lebohang, Mokheseng, Senior Manager: Treasury and Insurance, 082 456 0746, 012 394 5341
- Joey, Mathekgwa, Head: Corporate Compliance, 084 250 7259, CIPC Bid Adjudication Committee
- K P, Bologo, Senior Manager Dept. of Provincial and Local Government, 012 334 4991, 012 334 4992
Accomplishments
- Reporting to the Senior Manager SCM and working directly with senior leadership to develop and administer the tender process.
- Recognised by the Bid Adjudication Committee and the Senior Manager SCM for outstanding performance in the management of procurement process and awarding of contracts at stipulated periods in compliance with the SCM prescripts and the PFMA.
- Managed to have clean audits for all the years working (10 years).
- Enhanced SCM compliance to processes, implementation that led to 14 years of no irregular and wasteful expenditure in line with the SCM regulation and the PFMA.
- Improved SCM sectional reviews by successfully managing customer complaints and implementing weekly and monthly updates on current/expiring contracts and continuous follow- up on procurement plan progress.
- Continuous updates; improvements and implementation of SCM policies, in compliance with published National Treasury instruction notes, guidelines and circulars or new developments.
- Successfully managed and coordinate multiple tender processes simultaneously and process awards.
- Provided training to administrators and interns within the Procurement division.
- Taking of decision within the tender process in the absence of the Senior Manager: SCM.
- Successfully minimize the cancellation of tenders due to incorrect / non-compliant specifications.
OTHER SHORT COURSES/ TRAINING ATTENDED
- Public Sector Strategic Sourcing - E-Commerce Edge - 2025
- Competition Commission of South Africa - Training workshop on pro-competitive procurement in Public Entities - 2025
- Introduction to Data Literacy - Udemy online by Dan Sullivan - 2025
- National Treasury - Bid Adjudication Committee Training - 2022
- University of Pretoria - Bid Adjudication Committee Training - 2019
- Tshwane Varsity of Technology. T/A T/Hotel - Government Supply Chain Management Symposium Program - 2019
- University of Pretoria - Emerging Management Development Programme (EMDP) - 2011
- University of Pretoria - Public Financial Management Course (PFMA) - 2010
- CQS Technology Holdings - Course on Case ware - 2010
- IIR Training - Business / Report Writing - 2009
- ACCTECH Systems - Purchase Order and Inventory Course - 2008
Nationality
South African
Driver’s License
Code 10
Timeline
Procurement Admin/Specialist
CIPC (dtic group)
01.2012 - Current
Executive Assistant to the Chief Financial Officer
Companies and Intellectual Property Commission
09.2007 - 01.2012
Admin Assistant (Municipal Infrastructure Development Finance)
Dept. of Provincial and Local Government
05.2005 - 08.2007
Administrative Officer
ABCOR
01.2003 - 04.2005
Consultant / Admin Clerk
ADMS (Weiner Associates)
11.2000 - 01.2003
Store Manager
Shoe Town
01.1998 - 11.2000
Admin Clerk/ Receptionist
Eskom Construction
01.1997 - 12.1998
BCOM Honours - Business Management
UNISA
BCOM Degree - Supply Chain & Operational Management
UNISA
Supply Chain Management - SOURCE & SUPPLY CHAIN MANAGEMENT
UNISA
PROG - PROCUREMENT & SUPPLY CHAIN MANAGEMENT
UNISA
Associate of Applied Science - Human Resources Management
Walter Sisulu University of Technology