Supply Chain Clerk : Contract Management

Responsibilities

• Receive Bid/tender documents from the Division: Demand and Acquisition.
• Notify the successful service provider by sending the approved appointment letter.
• Prepare contract forms and issue them to successful bidders.
• Prepare a service level agreement in conjunction with the client.
• Submit the SLA to the service provider for input and verification.
• Engage legal services to ensure a qualify SLA is submitted and signed off by both the client and the successful service provider.
• Attend to audit queries with regard to contract issues.
• Drafting internal memorandums, correspondence letters and facilitating the process of signing contracts.
• Maintain and update the contract management register and send expiry notifications of contracts.
• Update the spent contracts, maintain and update the lease register.
• Send contract performance report template to End Users quarterly and ensure compliance by end users.
• Safekeeping of Contracts and all records pertaining to the contract Administration process.
• Develop and maintain a proper filing system, physical and electronic
• Record and report all deviations in terms of service delivery against the contract and SLA
• Verify delivery against contract deliverables.

All contracts must be based on the General Conditions of Contract (GCC) issued by the National Treasury.

• Submit contract statistics to management on a weekly basis.
• Compile consolidated lease reports for the Department.
• Compile and update the SLA status register