Secretary: Bid Committees

The South African National Biodiversity Institute (SANBI) is looking for a self-motivated individual to render support services relating to handling of administrative, record keeping, and secretarial duties for Bid Specification Committee and Bid Adjudication Committee.

This position requires a national diploma or advanced certificate in Supply Chain Management or equivalent at NQF 6. An advanced diploma or degree in Supply Chain Management or equivalent qualification at NQF 7 will be an added advantage. This position also requires a minimum of 3 years’ work experience in the relevant field with evidence of technical experience in rendering support services relating to handling of administrative, record keeping, and secretarial duties for Bid Specification Committee and Bid Adjudication Committee.

The following competencies are required for the candidate to be successful in this position: comprehensive knowledge and understanding of handling administrative, record keeping, and secretarial duties for Bid Specification Committee and Bid Adjudication Committee; exceptional experience for business writing, minutes taking, and keeping of records for Bid Specification Committee and Bid Adjudication Committee; proven ability to provide support to Bid Specification Committee and Bid Adjudication Committee; proven ability to work under pressure, whilst being safety and quality-work conscious; knowledge of legislation, policies, procedures, processes, practices, systems, and frameworks related to handling of administrative, record keeping, and secretarial duties for Bid Specification Committee and Bid Adjudication Committee; good planning, organizing, interpersonal, time management, and problem solving skills; excellent report writing and communication skills (both verbal and written); computer literacy and experience in the application of software tools including (Ms Word, MS Project, PowerPoint, Excel, Internet and Outlook) will be advantageous.

Key Performance Responsibilities include:

• Attend Bid Specification Committee and Bid Adjudication Committee and taking minutes of these Committees using predetermined MS Word template;
• Handle administrative, record keeping, and secretarial duties for Bid Specification Committee and Bid Adjudication Committee
• Ensure that minutes for Bid Specification Committee and Bid Adjudication Committee are completed and submitted within 2 working days or less;
• Attend to filing of minutes, information, and records for Bid Specification Committee and Bid Adjudication Committee timeously; and
• Assist with tender closing and opening functions.

Application process

1) An application form must accompany the CV together with a letter motivating why the applicant should be favourably considered for the position, and certified qualifications confirming that the minimum qualifications are met (applicants lacking evidence of meeting minimum qualifications and relevant experience will not be considered).

2) A competency test will be conducted as part of the selection process.

3) Applicants must also provide the full names, addresses and telephone numbers and if possible e-mail addresses of at least three referees.

4) Failure to submit the requested information and reference number shall result in your application not being considered.

Personal Information will be processed by SANBI for purposes of assessing your suitability for the advertised position. SANBI may also share your personal information including special personal information with service providers or third parties, both within the Republic of South Africa and in other jurisdictions, to carry out verification of qualifications and other necessary documents, background and reference checks, competency assessment tests, and criminal record checks. In this regard, by virtue of your application, you acknowledge that SANBI’s authorised verification agent(s) and service providers will access your personal information including special personal information to conduct background screening, verification of qualifications and other necessary documents, reference checks, competency assessment tests, and criminal record checks.

Persons with disabilities are encouraged to apply. SANBI reserves the right not to fill this position. All applications will be considered with the understanding that, in terms of the SANBI Employment Equity Plan, preference will be given to candidates from the designated groups.

Contact Mr William Mahlangu on 012 843 5216 for any queries related to seeking clarity on this position. Applications consisting of the completed application form, motivation letter, a concise CV, and certified qualifications must be submitted via an e-mail to recruitmentpta@sanbi.org.za. Postal applications must be addressed to: Assistant Director: Human Resources, South African National Biodiversity Institute, Private Bag X101, Pretoria, 0001.

Candidates are expected to be available for selection interviews on a date and time as determined by SANBI. If no response has been received within 30 days of the closing date, candidates may consider their applications unsuccessful.