Position Overview
The Supply Chain Management – Admin Assistant (Quotations) role is a critical administrative and operational position within a structured supply chain environment. This role focuses on supporting procurement processes, quotation management, tender administration, document control, and compliance with relevant legislation and internal policies. The successful candidate will play an essential role in ensuring that procurement activities are conducted efficiently, transparently, and in line with regulatory requirements.
Thank you for reading this post, don't forget to subscribe!This re-advertised position is based in Centurion and offers a competitive basic annual salary ranging from R192,640 to R267,675, excluding benefits. It is an ideal opportunity for individuals who are detail-oriented, organized, and passionate about supply chain and administrative excellence within the public or regulated sector.
Salary and Benefits
- Salary Range: R192,640 – R267,675 per annum (basic salary)
- Location: Centurion
- Additional Benefits: Benefits will be provided in accordance with the organization’s policies and applicable conditions of service.
Minimum Qualifications and Experience
Applicants must meet the following minimum requirements to be considered:
- A Degree or National Diploma in Supply Chain Management or an equivalent qualification
- 1 to 2 years’ experience in a Supply Chain Management or procurement environment
- A valid Driver’s License
- Recognition of Prior Learning (RPL) may be considered for applicants with relevant workplace experience and applied knowledge
- Practical exposure to procurement administration, quotations, or contract documentation will be an advantage
The organization values competence, practical understanding, and the ability to apply knowledge in a real-world work environment.
Essential Skills and Competencies
To succeed in this role, candidates must demonstrate the following essential competencies:
- Strong computer literacy, including confidence in using Microsoft Office applications
- Sound administrative and record-keeping skills
- Knowledge of document control and records management systems
- Fundamental planning and organizational abilities
- Good written and verbal communication skills
- Effective time management and multitasking capabilities
- Basic knowledge of spreadsheets and data capturing
- Ability to work under pressure and meet deadlines
- High levels of honesty, integrity, reliability, and accountability
- A strong customer service orientation, with the ability to support internal and external stakeholders professionally
Legislative and Policy Knowledge
The role requires an understanding of regulatory and governance frameworks relevant to supply chain and procurement functions, including:
- Public Finance Management Act (PFMA)
- Treasury Regulations
- PSIRA policies, procedures, and systems
- Internal procurement policies and standard operating procedures
- Contract management principles and compliance requirements
This knowledge ensures that all procurement processes are conducted ethically, transparently, and in line with legal standards.
Key Performance Areas and Responsibilities
The Admin Assistant (Quotations) will be responsible for a wide range of supply chain and administrative duties, including but not limited to the following:
Procurement and Quotation Management
- Ensure that all purchase orders for goods and services are accurately completed and properly authorized by the relevant line managers
- Prepare Requests for Quotations (RFQs) based on user or departmental requirements
- Contact suppliers to request quotations and cost estimates for required goods or services
- Receive, record, and evaluate quotations in accordance with procurement guidelines
- Assist delegated officials in preparing evaluation and award reports
- Support the generation of purchase orders aligned to approved suppliers
Tender and Contract Administration
- Initiate and manage the public tender advertisement process
- Compile bidding documents, including Terms of Reference (TORs) and standard bidding documentation
- Maintain and update tender, contract, commitment, and purchase order registers
- Open, maintain, and trace contract files throughout the contract lifecycle
- Ensure that contract files are accurate, complete, and kept up to date
- Support the Bid Adjudication Committee by distributing agendas and documentation timeously
Advisory and Support Functions
- Advise line managers on:
- Procurement specifications
- Bidding and sourcing procedures
- Contract management processes
- Travel and logistical procurement procedures
- Provide high-quality customer service to both internal departments and external suppliers
- Offer general administrative support to the supply chain division
- Assist in implementing and monitoring internal control measures
Document and Records Management
- Maintain all in-house procurement and contract documents in line with approved filing practices
- Ensure smooth inflow and outflow of documents
- Keep an organized and secure filing system for all existing contracts
- Make documents and batches available to management and auditors when required
- Verify correctness and compliance of requisition documents before recording them in the Requisition Register
Why This Role Matters
This position is central to maintaining efficiency, transparency, and accountability within the supply chain function. By ensuring proper documentation, accurate quotations, and compliant procurement processes, the Admin Assistant contributes directly to sound financial management and service delivery excellence.
For individuals looking to grow their careers in supply chain management, this role offers valuable exposure to procurement systems, tender processes, and regulatory compliance.
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Closing Date
Applications close on: 17 December 2025
Late applications may not be considered.
Frequently Asked Questions (FAQ)
1. Is this position suitable for recent graduates?
Yes. Applicants with a Degree or National Diploma and 1 to 2 years of experience are encouraged to apply. Internship or practical exposure may be considered.
2. Can I apply without a degree if I have experience?
Yes. Recognition of Prior Learning (RPL) may be considered for candidates who can demonstrate relevant knowledge and experience in supply chain management.
3. Is a driver’s license compulsory?
Yes. A valid driver’s license is listed as a requirement for this position.
4. What type of organization is this role likely based in?
This role is typically found in public sector, regulatory, or authority-based organizations that operate under PFMA, Treasury Regulations, and PSIRA frameworks.
5. What software skills are required?
Applicants should be comfortable using Microsoft Office, particularly Word, Excel, and Outlook, along with basic document management systems.
6. Does the role involve dealing with suppliers directly?
Yes. The position requires regular communication with suppliers for quotations, documentation, and procurement follow-ups.
7. Is this a permanent position?
The advertisement indicates a formal role with an annual salary, suggesting a permanent or long-term appointment, subject to organizational policies.
Final Notes
Candidates who are passionate about procurement administration, compliance, and service excellence will find this role both challenging and rewarding. Attention to detail, professionalism, and a strong ethical foundation are essential for success in this position.
Amina Sechaba is a passionate career writer and employment researcher dedicated to helping South Africans find better job opportunities and prepare for successful careers. With years of experience in content writing and career development, Amina creates informative articles, application guides, and interview tips that empower job seekers to reach their full potential. Through her work with Submit Your CV, she aims to simplify the job application process and provide reliable information on learnerships, internships, and career advice for both students and professionals.