Administrative Officer I: Tenders at University of Johannesburg (UJ)

Are you an experienced administrative professional with a strong background in supply chain management and tender processes? The University of Johannesburg (UJ) is looking for a dedicated Administrative Officer I to join its Finance team, specifically within the Financial Support Services: Supply Chain Management: Contracts & Tenders section. This is a fantastic opportunity to contribute to a vibrant and cosmopolitan institution committed to societal impact and a sustainable future.

About the University of Johannesburg (UJ)

UJ is a leading South African university, guided by its bold UJ Strategy 2035, which focuses on Societal Impact and Sustainability, Global Footprint and Partnerships, and Technology for the Future. Our mission is “To transform and serve humanity through innovation and the collective and collaborative pursuit of knowledge,” driven by the vision of becoming “An international university of choice, anchored in Africa and the global south, dynamically shaping a sustainable future.”

About the Role

As an Administrative Officer I focusing on Tenders, you will be crucial in supporting the University’s procurement and tendering operations. Your role will involve ensuring smooth logistical arrangements, accurate documentation, and effective communication across various committees and stakeholders within the Supply Chain Management department.

This is a permanent, full-time position located at our Doornfontein Campus. Remuneration for this role will be market-related.

What You’ll Do (Key Responsibilities)

• Coordinate all logistical arrangements for committee meetings (including Tender, Procurement Tender, Bid Specification, and Bid Evaluation Committees), ensuring meetings are set up and attendance is monitored.
• Prepare and ensure timely submission of complete committee packs and agendas for all relevant tender committees.
• Draft committee minutes for the Tender and Procurement Tender Committees promptly, and manage correspondence with Project Leaders regarding committee feedback and the status of their requests.
• Review and ensure the completeness of all preferred and sole sourcing requests.
• Compile pre-payment submissions as and when required.
• Effectively manage the storage, archiving, and record-keeping of all tender-related documents.
• Address audit queries and provide all necessary documentation promptly.
• Ensure the timely execution of I-Procs (internal procurement requests).
• Load and send purchase orders to end-users for contracts, interim orders, and consultant services.
• Maintain effective communication and engagement with committee members, project leaders, managers, and peers.
• Order office supplies, including stationery and groceries, for the department as needed.
• Proactively assess your personal skills, knowledge, and competency gaps relevant to procurement, tendering, and financial administration functions.
• Attend internal and external training programs, workshops, and seminars focused on procurement and supply chain.

What You’ll Need (Minimum Requirements)

• A Diploma or Certification in Procurement, Logistics, or Supply Chain Management (NQF Level 6) or an equivalent qualification.
• Between three (3) to five (5) years of relevant experience in Procurement, Logistics, or Supply Chain.
• Experience working on Supply Chain Management (SCM) modules; experience with Oracle will be a significant advantage.
• A minimum of three (3) years of experience specifically within an SCM environment.
• A strong understanding of SCM systems and principles.
• A clear understanding of the procure-to-pay processes.

Key Competencies and Behavioural Attributes:

• Excellent verbal and written communication skills.
• Strong numeracy and accuracy.
• Ability to manage people effectively.
• Exceptional attention to detail.
• Proven planning and organizing abilities.
• High level of computer literacy, including MS Office and Advanced Excel.
• Strong interpersonal relationship skills.
• Analytical and critical thinking capabilities.
• Honesty and reliability.

Desirable (Recommendations):

• Previous experience within a higher education environment.
• Experience in a Committee Secretariat role.

Important Information for Applicants

Please note that the University of Johannesburg is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of this assessment may have an impact upon possible employment with the University. For more information, please review the following link: Justice/Criminal/NRSO.

The University of Johannesburg is committed to providing equal employment opportunities for persons with disabilities and individuals from historically disadvantaged groups, in conjunction with merit based on qualifications, experience, and proven achievements.

How to Apply

To apply, please upload a detailed Curriculum Vitae (CV) along with the names and full contact details (including telephone numbers and email addresses) of at least three traceable and credible referees. You must also attach a copy of your highest academic qualification and any proof of registration with professional bodies you might belong to.

Your application must be submitted before or on the closing date: 26 September 2025.

If you require technical support or assistance with the UJ e-recruitment website, please contact PNET on 0861 227337 / 010 140 3099 or email ujsupport@pnet.co.za.

Candidates may be subjected to appropriate psychometric testing and other selection instruments.

If you have not received a response from the University within 8 weeks of the closing date, you should assume that your application has been unsuccessful.