KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll  - Applications submitted through any other platform will not be considered.                                                                                                                            The system allows a maximum of eight attachments. To avoid upload issues, we recommend merging some or all documents into fewer files before submitting.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!

To ensure your application is complete, you must submit ALL documents listed under the inherent requirements, as well as the following standard documentation:                                                                      

•    A detailed Curriculum Vitae.

•    Copies of your qualifications, or official proof of qualifications obtained (If you hold foreign qualifications, please include SAQA accreditation).

•    A copy of your identity document (South African ID or passport for foreign nationals).

•    Confirmation of employment in the form of a letter, appointment contract, service certificate, or recent payslip from your current or most recent employer (applicable to external applicants only).

Duties and responsibilities:

Tender administration and facilitation:

•    Prepare attendance registers and confidentiality documents.

•    Schedule meetings and book venues for information and evaluation sessions.

•    Assist with minute keeping of tender meetings.

•    Preparation and placing of tender advertisements.

•    Responsible for facilitation and custodianship of tender openings.

•    Preparation of monthly tender summary reports.

•    Responsible for following up on additional information, addenda to contracts and information required for mandatory and functionality review.

•    Provide support as backup to purchasers.

•    Assist with data capturing on the supplier’s database.

•    Assist with drafting of Tender Committee agenda and loading of submissions on S-Drive.

Tender research, evaluation and reporting:

•    Assist departments with tender requests and processing.

•    Conduct research and interpretation of different tender requests.

•    Prepare templates for different tenders.

•    Perform mandatory tender evaluation per tender and assist with functionality review of tenders.

•    Prepare and compile evaluation reports.

•    Review and interpretation of contracts.

•    Assist with back up in chairing information sessions and evaluation discussions.

•    Assist with back up for vendor management, registration and responding to queries.

•    Review of University Estate and ICTS tender submissions and reports.

•    Enforcing of UFS procurement policy. 

Inherent requirements:

•    A Professional Bachelor’s degree on NQF Level 8 in the field of Law or Accounting or a Bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF level 7 in the field of Law or Accounting.

•    Minimum of one (1) year’s working experience related to tender administration and facilitation.

Recommendations:

•    Relevant experience in Supply Chain Management, preferably in higher education.

•    Knowledge of relevant legal practices and documentation such as POPIA, agreements (license agreements, service level agreements, etc.), especially within higher education and financial environments.

•    Working knowledge of computer software (Microsoft and Adobe productivity suites).

•    Proficiency in writing skills, numerical skills, advanced Excel and computer skills.

Required competencies:

•    Results-Oriented

-    The ability to cope with a frequently changing environment and to adapt to evolving situations.

-    The ability to stick with tasks, not give up, and overcome obstacles in completing one’s task. 

•    Strategic Thinking:

-    The ability to deal with several activities at a time.

-    The ability to focus on details, work towards perfection, and approach work in a neat and organised manner. 

•    Business Acumen:

-    The ability to adhere to rules and strictly follow work regulations.

-    Proficient in using MS Office.

•    Leading:

-    The ability to lead, take charge of situations, and offer opinions and directions to others.

-    The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

•    Building Coalitions:

-    The ability to be self-assured and at ease with people in all types of social situations. 

-    The ability to make decisions through consultation, collaboration, and working with close supervision.

Assumption of duties:

As soon as possible

Closing date:

17 December 2025

Salary:

The annual remuneration package, including benefits is R 388 426,59 – R 487 479,38 per annum, depending on the budget available for the position, relevant work experience and qualifications.

Fringe benefits: 

(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.

Enquiries:

For enquiries, please feel free to contact 051 401 2979 or email JardineS@ufs.ac.za or Recruit@ufs.ac.zaAdditionally, kindly contact 051 401 9813 / 2558  for assistance.

General:

The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Plan is available at:  EEA13Report_UNIVERSITY OF THE FREE STATE FINAL SEP 2025.pdf

The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.

The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful.