KEY ACTIVITIES OF THE JOB
Secretarial Services
- Provides high level secretarial services for the Procurement Management Unit (PMU), Procurement Evaluation committee and disposal committee meetings.
- Compiles agenda items for the PMU, Evaluation Committee and Procurement Disposal Committees.
- Books space for meetings of the abovementioned committees.
- Prepares the meeting venues for adequate furnishing arrangements and makes sure meeting venues are kept clean all the time.
- Takes minutes of PMU meetings, evaluation committee meetings, disposal committee meetings, bidders conference meetings, tender opening meetings and ad-hoc committee meetings.
- Prepares preliminary adjudication reports for the Procurement Evaluation Committee Meeting proceedings.
- Methodically files tender bids, minutes of all meetings and all documents for future referrals.
- Retrieves tender and other documents on a need basis.
- Maintains registers for tender opening and for all meetings , evaluation committee and asset disposal committees and sub-committees.
- Ensures that members declare their interests in the declarations register at all meetings.
- Arranges for member’s accommodation or transport and travelling and subsistence when there are meetings to be held out of Harare by the Assets Disposal Committee and other committees.
- Prepares budget for teas and other refreshments for participants for various procurement related meetings.
- Exercising any other functions as may be assigned by line manager or imposed on the unit by or under the Act.
MINIMUM QUALIFICATIONS AND EXPERIENCE
- A first degree in Business Administration, Diploma in Business Administration or professional qualification related to secretarial or procurement
- At least 2 ‘A’ Levels
- 3 years’ in secretarial practice in an administrational environment
- Exposure in Procurement environment is a distinct advantage