SAQA All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.
SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED UNIT STANDARD: 

Provide procurement administration support to a project 
SAQA US ID UNIT STANDARD TITLE
120386  Provide procurement administration support to a project 
ORIGINATOR
SGB Project Management 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 03 - Business, Commerce and Management Studies Project Management 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular-Fundamental  Level 4  NQF Level 04 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered  2018-07-01  2023-06-30  SAQA 06120/18 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2024-06-30   2027-06-30  

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.  

This unit standard replaces: 
US ID Unit Standard Title Pre-2009 NQF Level NQF Level Credits Replacement Status
10142  Fulfill procurement activities and supervise procurement administration  Level 4  NQF Level 04  Complete 

PURPOSE OF THE UNIT STANDARD 
Learners accessing this standard will be working as a leader in the context of a small project/sub-project involving few resources and having a limited impact on stakeholders and the environment or working as a contributing team member on a medium to large project when not a leader. Autonomy in procurement is expected to only be for purchases of low value.

These projects may be technical projects, business projects or developmental projects and will cut across a range of economic sectors. This standard will also add value to learners who are running their own business and recognise that project management forms an integral component of any business.

The qualifying learner is capable of:
  • Compiling and processing procurement requests to required standards and needs.
  • Sourcing suppliers/sellers to meet procurement requirements.
  • Receiving and evaluating proposals and making recommendations.
  • Maintaining and administering procurement records. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
  • Learners accessing this qualification will have demonstrated competence in mathematics and communication skills at NQF level 4 or equivalent.
  • Learners accessing this qualification will have demonstrated competence in computer literacy and applicable software at NQF level 4 or equivalen.
  • ID 120372- Explain fundamentals of project management.
  • ID 120374- Contribute to management of project risk within own field of expertise. 

  • UNIT STANDARD RANGE 
    Procurement may be limited in value and not requiring a tender process to be followed.
  • Autonomy in procurement is expected to only be for purchases of low value. At higher values it is expected that the learner is providing support and assistance to the procurer.
  • Project level may include but is not limited to working as a leader in the context of a small project/sub-project involving few resources and having a limited impact on stakeholders and the environment or working as a contributing team member on a medium to large project when not a leader.
  • Projects may include but is not limited to all projects including technical, developmental and business related projects.
  • Procurement will be conducted within laid down policies and procedures that include the specified and authorised levels for approving purchases. Higher value will require authorisations before procurement is finalised.
  • Procurement may include but is not limited to consumables, venues, services, goods.
  • Procurement documentation may include but is not limited to scope of work, product specification, tender conditions, orders, invoices, delivery notes, formal documentation to suppliers, progress reports.
  • A seller may be called a supplier, vendor, provider contractor or sub-contractor.
  • Proposals may include but are not limited to quotations, tenders, technical or commercial information.
  • Documentation may include but not limited to purchase orders, delivery slips/notes, contracts, Service Level Agreements (SLA), invoices, credit notes, quotations, documentation relating to returns of goods or materials.
  • Risk elements may include but is not limited to alternative pricing, technical features, service features, delivery time, delivery cost, quality, supplier reliability.
  • Policies and procedures may be organisation specified systems, policies and procedures or where these do not exist, accepted industry best practice. 

  • Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Compile and process procurement requests to required standards and needs. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Applicable data is gathered according to requirements, and policies and procedures to compile requests for procurement. 

    ASSESSMENT CRITERION 2 
    Procurement documentation is compiled in the required format and within agreed time frames. 

    ASSESSMENT CRITERION 3 
    Procurement documentation is distributed to relevant suppliers/sellers within stipulated time frame. 

    ASSESSMENT CRITERION 4 
    Procurement request records are maintained according to policies and procedures. 

    SPECIFIC OUTCOME 2 
    Source suppliers/sellers to meet procurement requirements. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Potential suppliers/sellers are identified, using given criteria, for evaluation purposes. 

    ASSESSMENT CRITERION 2 
    Potential suppliers/sellers are evaluated against given criteria to determine ability to deliver. 

    ASSESSMENT CRITERION 3 
    Short list of potential suppliers/sellers is produced according to policies and procedures. 

    ASSESSMENT CRITERION 4 
    Invitations to bid or provide quotes are extended in accordance with organisational procurement policies, procedures and authority. 

    SPECIFIC OUTCOME 3 
    Receive and evaluate proposals and make recommendations. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Proposal requests are received in accordance with procurement procedures. 

    ASSESSMENT CRITERION 2 
    Proposal requests are evaluated using given criteria to establish best suitable supplier/seller. 

    ASSESSMENT CRITERION 3 
    Risks associated with supply of goods and/or services are identified, documented and communicated to relevant parties. 

    ASSESSMENT CRITERION 4 
    Recommendations are documented according to policies and procedures and presented to adjudication authority. 
    ASSESSMENT CRITERION RANGE 
    Adjudication authority is the body that makes decisions regarding the appointment of suppliers/sellers.
     

    SPECIFIC OUTCOME 4 
    Maintain and administer procurement records. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Project procurement administration system is described with examples of usage. 

    ASSESSMENT CRITERION 2 
    Procurement documentation is collated and filed in accordance with project procurement administrative systems. 

    ASSESSMENT CRITERION 3 
    Procurement documentation is processed within confidentiality requirements and in accordance with policies and procedures. 

    ASSESSMENT CRITERION 4 
    On-going monitoring of supplier delivery is conducted in terms of procurement agreement. 

    ASSESSMENT CRITERION 5 
    Non-conformance is identified, recorded and reported in accordance with policies and procedures. 

    ASSESSMENT CRITERION 6 
    Reported non-conformance is resolved in accordance with policies and procedures. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
  • An individual wishing to be assessed (including through RPL) against this unit standard may apply to an assessment agency, assessor or provider institution accredited by the relevant ETQA.
  • Anyone assessing a learner against this unit standard must be registered as an assessor with the relevant ETQA.
  • Any institution offering learning that will enable achievement of this unit standard or assessing this unit standard must be accredited as a provider with the relevant ETQA.
  • Moderation of assessment will be conducted by the relevant ETQA at its discretion. 

  • UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
  • The principles and procedures for procurement.
  • Procurement administration policies, systems and procedures.
  • The applicable procurement documentation.
  • Business/organisation needs, policies and requirements pertaining to procurement.
  • The delegation of authority for procurement within your organization.
  • The methods of sourcing suppliers.
  • The principles and techniques for building and maintaining supplier relations.
  • The methods and techniques for fair evaluation and comparison of proposals.
  • Methods of conducting risk analysis of a proposal or supplier. 

  • UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    Identify and solve problems related to a lack of delivery by suppliers and administrative non-conformance. 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others in the pursuit of meeting procurement objectives. 

    UNIT STANDARD CCFO ORGANISING 
    Organise ones self and ones activities to maintain discipline in all aspects of procurement and tender processes. 

    UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information to aid the process of procurement and on the impact of lack of delivery by a supplier. 

    UNIT STANDARD CCFO COMMUNICATING 
    Communicate effectively with suppliers, colleagues, subordinates and higher authorities in the execution and supervision of procurement activities. 

    UNIT STANDARD CCFO SCIENCE 
    Use science and technology to monitor supplier performance, re-order levels, turn-around-time, just in time. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrate the world as a set of related systems understanding the impact poor procurement practices will have on the success of a project. 

    UNIT STANDARD CCFO CONTRIBUTING 
    In order to contribute to the full personal development of each learner and the social and economic development of society at large, it must be the intention underlying any programme of learning to make an individual aware of the importance of being culturally and aesthetically sensitive across a range of social contexts when monitoring suppliers who do not deliver according to the contract. 

    UNIT STANDARD ASSESSOR CRITERIA 
    N/A 

    REREGISTRATION HISTORY 
    As per the SAQA Board decision/s at that time, this unit standard was Reregistered in 2012; 2015. 

    UNIT STANDARD NOTES 
    This unit standard replaces unit standard 10142, "Fulfill procurement activities and supervise procurement administration", Level 4, 8 credits. 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Elective  50479   Further Education and Training Certificate: Advertising  Level 4  NQF Level 04  Reregistered  2023-06-30  MICTS 
    Elective  65989   Further Education and Training Certificate: Human Settlements Development  Level 4  NQF Level 04  Reregistered  2023-06-30  CETA 
    Elective  58779   Further Education and Training Certificate: Production Technology  Level 4  NQF Level 04  Reregistered  2023-06-30  MERSETA 
    Elective  50080   Further Education and Training Certificate: Project Management  Level 4  NQF Level 04  Reregistered  2023-06-30  SERVICES 
    Elective  58800   Further Education and Training Certificate: Project Support Services  Level 4  NQF Level 04  Reregistered  2023-06-30  SERVICES 
    Elective  58780   Further Education and Training Certificate: Quantity Surveying  Level 4  NQF Level 04  Reregistered  2023-06-30  CETA 
    Elective  58394   National Certificate: Film and Television Production  Level 5  Level TBA: Pre-2009 was L5  Reregistered  2023-06-30  MICTS 


    PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS UNIT STANDARD: 
    This information shows the current accreditations (i.e. those not past their accreditation end dates), and is the most complete record available to SAQA as of today. Some Primary or Delegated Quality Assurance Functionaries have a lag in their recording systems for provider accreditation, in turn leading to a lag in notifying SAQA of all the providers that they have accredited to offer qualifications and unit standards, as well as any extensions to accreditation end dates. The relevant Primary or Delegated Quality Assurance Functionary should be notified if a record appears to be missing from here.
     
    1. Artshub Institute (Pty) Ltd 
    2. Big Fish School of Digital Filmmaking (Pty) Ltd 
    3. Career Pathing Solutions (Pty) Ltd (KRUGERSDORP) (TP) 
    4. College of Production Technology 
    5. CREATIVE FOUNDATION TRAINING 
    6. eMedia Investment 
    7. FILM Mentorship & Training 
    8. Footprint Media academy Pty ltd 
    9. Media Village Communication 
    10. NEMISA 
    11. OPTIMUM LEARNING TECHNOLOGIES PTY LTD 
    12. Organisation Development International (Pty) Ltd (CENTURION) (TP) 
    13. Organisational Development International (TP) 
    14. Production Management Institute 
    15. Production Management Institute of Southern Africa (PMI) 
    16. Production Management Institute of Southern Africa (PMI) - Johannesburg 
    17. Production Management Institute of Southern Africa - Durban 
    18. PRODUCTION MANAGEMENT INSTITUTE SA PTY LTD (PORT ELIZABETH) 
    19. QTE Training & Consulting cc T/A QTE (GERMISTON) (TP) 
    20. Rema Tip Top SA (Pty) Ltd (BENONI) (TP) 
    21. Sabela Learning Academy 
    22. Scaw Metals Group (Pty) Ltd T/A Scaw Metals (DINWIDDIE) (TP) 
    23. South African Film Institute 
    24. SSS Sheet Metal Work cc T/A Sheetech SA (DURBAN) (TP) 
    25. The Media Workshop cc 
    26. THE NEW RECLAMATION GROUP (PTY) LTD (Prospecton) (TP) 
    27. Training Force (Pty) Ltd 
    28. Training Force (Pty) Ltd (Durban) (TP) 
    29. Wide Horizon Advanced Training (PORT ELIZABETH) (TP) 
    30. Work Skills Resources 



    All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.