Assistant Director: Bids and Contract Administration Vacancy 2026

The Department of Basic Education (DBE) has advertised an opportunity for an Assistant Director: Bids and Contract Administration in Pretoria. This position falls under the Finance and Administration Branch, within the Chief Directorate: Financial Management Services and the Directorate: Supply Chain Management.

The role is suitable for candidates with relevant qualifications and experience in supply chain management, procurement, acquisition management and bid administration. In particular, the successful candidate will help coordinate bidding processes, support bid committees and oversee important contract administration activities.

The advertised annual salary is R487,197 at Level 09. However, applicants should understand that the role involves more than routine administration. It requires careful recordkeeping, compliance monitoring, communication with suppliers and support for procurement decisions. Therefore, candidates should be organised, detail-oriented and comfortable working with procurement policies and procedures.

About the Assistant Director Position

Bids and contract administration form an important part of public sector procurement. Departments need structured processes to evaluate bids, document decisions, communicate outcomes and manage agreements with appointed service providers. Consequently, effective administration helps support accountability and compliance with applicable procurement requirements.

In this position, the successful candidate will support the acquisition process and provide administrative assistance to several bid committees. In addition, the role includes preparing reports, responding to audit findings, monitoring contracts and coordinating relevant documentation.

The position also involves working with internal stakeholders, including management and Legal Services. Furthermore, the successful candidate will help monitor supplier payments and contract expiry dates. These responsibilities require strong organisational skills and the ability to manage multiple tasks without overlooking important details.

Minimum Requirements

Applicants should compare their qualifications and experience with the requirements in the supplied vacancy information. The stated requirements include:

• A relevant three-year post-matric qualification at NQF Level 6, or an equivalent qualification recognised by SAQA.
• The qualification must be in Public Administration, Supply Chain Management, Procurement, Logistics or a relevant field specified in the advertisement.
• At least three years of relevant supply chain management experience at supervisory level.
• Experience in bids management and acquisition management.
• Knowledge of procurement policies, regulations and legislation governing bid administration and acquisition management.
• Verbal and written communication skills.
• Computer literacy, including MS Word, MS Excel, MS PowerPoint and MS Outlook.
• Teamwork, good interpersonal relations and problem-solving ability.
• Attention to detail and strong numerical skills.

In addition to meeting the qualification requirements, candidates should be able to demonstrate relevant supervisory experience. For example, experience supporting bid committees, maintaining procurement records or monitoring supplier contracts may be useful when explaining previous responsibilities in an application.

Moreover, applicants should be familiar with the procurement procedures and rules that apply to their work. Because this position involves financial and contractual records, accuracy and compliance are particularly important.

Key Duties and Responsibilities

The Assistant Director will perform a range of duties related to procurement, bid administration and contract management. The main responsibilities are outlined below.

1. Manage the Acquisition Process

The successful candidate will be responsible for managing the acquisition process effectively. This includes supporting the administrative steps required for procurement activities and ensuring that relevant documentation is handled appropriately.

Furthermore, the role involves attending Bid Specification Committee (BSC) and Bid Evaluation Committee (BEC) meetings and providing advice during these meetings. This requires an understanding of procurement processes and the ability to communicate information clearly.

2. Provide Support to Bid Committees

The position includes providing secretariat functions and administrative support to the BSC and BEC. The successful candidate will also assist the Deputy Director by providing secretariat support to the Bid Adjudication Committee (BAC).

In addition, the role involves compiling submissions after the BAC has made recommendations to the Director-General. The candidate will also prepare bid committee reports and monthly reports. Therefore, strong report-writing skills and reliable recordkeeping are essential.

3. Respond to Audit Findings

The successful candidate will attend to and respond to audit findings relating to the relevant functions. This responsibility requires careful attention to supporting documents, procurement procedures and the reasons behind administrative decisions.

Consequently, the ability to identify missing information, resolve problems and maintain accurate records will be valuable. Applicants should also understand the importance of following applicable policies rather than relying on informal processes.

4. Administer Contracts and Monitor Compliance

Another major responsibility is administering contract compliance and coordinating the monitoring of contracts. The successful candidate will help ensure that relevant contract information remains organised and that important milestones are monitored.

Moreover, the position involves notifying suppliers, service providers and contractors about contract status or expiry dates. This work supports timely communication and helps the department keep track of agreements that may require further action.

The role also includes reviewing contract modifications, extensions and close-out documents. Depending on the circumstances, these documents may need to be referred for further action. Therefore, attention to detail and proper document control are important throughout the contract lifecycle.

5. Coordinate Supplier Payments

The vacancy information states that the successful candidate will facilitate and help ensure that supplier and service-provider payments are made within 30 days. This responsibility requires coordination with relevant officials and accurate tracking of payment-related information.

In addition, the candidate will update the Commitment Register when payments are processed. Keeping these records current helps support financial administration and the monitoring of commitments.

6. Communicate Bid Outcomes

The position includes drafting letters to bidders to inform them of the outcomes of bidding processes after finalisation. Clear and accurate communication is important because bidders need appropriate information about the outcome of their submissions.

Furthermore, the candidate will facilitate the finalisation of contracts and service-level agreements in consultation with Legal Services. This work requires coordination between procurement officials and the relevant legal team.

7. Support Staff Performance Management

The successful candidate will also be responsible for supporting performance development and performance management of staff. As a result, the role combines technical procurement duties with supervisory responsibilities.

Applicants should therefore be prepared to demonstrate their ability to work with colleagues, support team performance and contribute to the effective delivery of departmental responsibilities.

Skills That Can Help Applicants Succeed

Although meeting the formal requirements is essential, several practical skills are particularly relevant to this role. These include:

• Attention to detail: Procurement and contract records must be accurate and complete.
• Communication: The role involves committee support, audit responses and correspondence with bidders and suppliers.
• Numerical ability: The candidate may work with financial information, payment records and commitments.
• Organisation: Multiple bids, contracts, reports and expiry dates may need to be tracked.
• Problem-solving: Audit findings and contract administration issues may require careful investigation.
• Teamwork: The role requires cooperation with managers, committees, Legal Services and other stakeholders.

In addition, computer literacy is specifically listed as a requirement. Applicants should be comfortable using the Microsoft Office applications named in the advertisement, particularly when preparing reports, maintaining registers and managing correspondence.

Salary and Employment Conditions

The advertised salary is R487,197 per annum at Level 09. Applicants should consult the official recruitment notice for the full conditions of employment and any additional information about the remuneration package.

The supplied vacancy information also states that the successful candidate must sign an annual performance agreement, disclose their financial interests every year and undergo security clearance. Therefore, applicants should be prepared to meet these conditions if appointed.

How to Prepare Your Application

Before applying, obtain the complete official Department of Basic Education advertisement and confirm the prescribed application process. Use reference number DBE/77/2026 to identify the correct position when checking the official notice.

Next, review your qualifications and employment history against the stated requirements. Your application should accurately explain your relevant supply chain management experience, including supervisory duties and any involvement in bids management, acquisition management or contract administration.

Furthermore, prepare to describe relevant responsibilities clearly. For instance, you may need to explain your experience with committee support, procurement documentation, contract monitoring, reporting or audit responses, provided these are genuine parts of your work history.

However, do not assume that an enquiry telephone number is also an application contact. Confirm the correct submission method, required documents and closing date from the official advertisement before sending your application.

Enquiries About the Vacancy

For enquiries, the supplied information lists the following contacts:

• Ms N Monyela: (012) 357 3294
• Mr M Segowa: (012) 357 4291

When contacting the department, mention the position title and reference number DBE/77/2026. This can help the relevant officials identify the vacancy. Nevertheless, use the official application instructions for submitting your application.

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