POSITION CODE

HRD-PC/SD-037
DEPARTMENT/PROGRAM
Finance and Administration
REPORTING TO
Finance and Administration Manager
EMPLOYMENT TYPE
Full-time Contractual (closed-ended)
LOCATION
Johannesburg, South Africa

JOB PURPOSE

The incumbent will be responsible to work with the Finance Officer on tasks related to the
daily financial management, administrative management  and projects and directly reports
to the Finance and Administration Manager.
RESPONSIBILITIES

 Work with the programme and technical teams to develop procurement plans for
new projects
 Ensure procurement procedures and authorization procedures are followed
 Ensure that all office facilities & equipment are functional all the time and be in
charge of
 Arranging any repairs, replacements & maintenance
 Provide the highest standards of procurement services and advice to the project
team of IRD SA in accordance with the established rules, regulations and processes
 Ensure the integrity and transparency of the procurement process and compliance
with various donor rules and regulations and IRD SA Financial Regulations and Rules and
relevant internal policies
 Implement proper procurement planning every year in coordination with relevant
Teams in order to ensure cost-effective solicitation of goods and services
 Identify and fully understand the details and conditions of the best procurement
methods to be used for maximized competitive bidding process through pre-qualification
exercise, i.e. Call for Expression of Interest or Request for Information. Launch of Request
for Quotations, Requests for Proposals and Invitation to Bid inviting vendors to submit their
quotations/prices or proposals based on the nature of the requirements and cost of
procurement involved
 Ensure with requesting project team members the availability of funding sources
based on IRD SA Financial Regulations and Rules to award contract(s) to the selected
suppliers who are able to meet the specifications and offer the best terms
 Prepare evaluation reports, abstracts or financial comparison matrix of offers,
compile data contained in quotations, proposals and bids to determine which supplier can
deliver the required goods/services at the best terms and lowest costs possible with due
consideration to cost, quality, delivery time, payments terms and others
 Provide clarifications and advice on IRD SA procurement procedures and practices;
respond to queries about the status of delivery raised by initiators and about payment and
other matters raised by the suppliers
 Perform a wide range of office support, for events and workshops contributing to the
efficient and effective management of the administrative and procurement activities
 Assist project staff with all professional administrative procedures including
processing requests for visas, procedures, etc.)
 Assist the project staff with all travelling procedures: mission orders, flight tickets,
booking of hotels, processing of expenses claims, etc.
 Manage filing and archiving of administrative and technical documents and update
registers regularly
 Maintain relevant internal databases and files; keeps track of contractual
agreements and purchase orders
 Maintain a proper and systematic archive system
 Perform other tasks as required
REQUIRED KNOWLEDGE, SKILLS & ABILITIES (KSA)

REQUIRED QUALIFICATION
 Bachelor’s degree in Administration or its equivalent

REQUIRED EXPERIENCE
 At least three (3) years of progressively responsible procurement and administrative
work experience

REQUIRED SKILLS
 Demonstrated experience in procurement and grants focused on ensuring
compliance with established rules and regulations
 Ability, to prioritize multiple assignments in an extremely fast-paced environment, to
meet deadlines, to exercise good judgment and to effectively communicate with
Management
 Have good communication and interpersonal skills