Administration Officer

Key Responsibility Areas

Responsible for the maintenance/updating of Contracts Database.

Capturing the contract details for all contracts, after having first analysed the pricing details, supplier details, and contractual details of new contracts to check for correctness.

Checking of payments on hold, contracts due for renewal, surety bond and release of payments where contractual requirements are met.

Prepares and forwards draft contract documents to Units or Managers (Supply Contracts) as applicable for approval and/or amendments.

Scrutinising all tenders received for patent contractual divergencies and clarifying issues prior to preparation of schedules.

Compiling schedules of all tenders received after clarifying divergencies with tenderer.

Assessing and preparing for payment all SEIFSA formula and metal, PVC etc, price adjustment claims.

Monitoring of non placement of orders under fixed quantity contacts, non receipt of surety bonds, completed contracts and drafting of completion certificates.

Receives and controls all samples submitted by tenderers and release thereof on acceptance of tenders.

Providing general clerical/administrative assistance for the Division as requested including attending to general supply contract queries and maintaining mailing lists of suppliers.

Competencies

Organisational Awareness

Problem Solving

Planning & Organising

Procurement & Tenders

Information Management

Financial Process management

Communication

Service Delivery Orientation

Action & Outcome Orientation

Ethics & Accountability