SayPro Monthly February Government Department and Municipality Quotation Submission
Training Workshop by SCMR

Job Title: Quotation Submission Compliance Specialist
Location: SayPro, February Government Department and Municipality Quotation Submission Workshop
Training Program: Compliance with Government Regulations
Department: Supply Chain and Materials Resources (SCMR)

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Job Purpose:
The role of the Quotation Submission Compliance Specialist is to ensure that all quotations submitted by SayPro to government departments and municipalities are fully compliant with legal and regulatory standards. This compliance is critical to ensuring that the quotations are eligible for review, accepted, and processed for consideration in government procurement processes.

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Key Responsibilities:

1. Ensure Compliance with Government Regulations:
   • Understand and adhere to all relevant government procurement laws, regulations, and policies.
   • Review all submitted quotations for legal compliance, ensuring they meet all eligibility criteria set by the respective government departments and municipalities.
   • Stay updated on changing government regulations that may affect submission processes, formats, or requirements.
   • Identify and correct any potential discrepancies or omissions in the quotations to guarantee full compliance.
2. Quotation Preparation and Submission:
   • Assist in the preparation and accurate compilation of quotations for submission to government departments and municipalities.
   • Confirm that all necessary documentation, including compliance forms, certifications, and financial disclosures, is included with each submission.
   • Ensure proper formatting and adherence to any specific submission protocols dictated by government entities.
   • Work with internal teams to gather supporting documents and data needed to complete quotations.
3. Collaboration and Communication:
   • Collaborate with government officials, municipalities, and SCMR representatives to clarify any ambiguities in submission requirements and resolve issues promptly.
   • Communicate any changes in submission deadlines, requirements, or procedures to internal teams to ensure timely and compliant submissions.
   • Participate in discussions and training workshops to share insights and learn about the latest regulatory changes impacting quotation submissions.
4. Training and Development:
   • Actively participate in the SCMR Training Workshop to enhance knowledge of government procurement policies and quotation submission procedures.
   • Learn best practices for compliance, documentation, and submission processes in government-related procurement.
   • Ensure thorough understanding of the training material to apply knowledge directly to the quotation preparation and submission process.
5. Documentation and Record Keeping:
   • Maintain accurate records of all quotations submitted, including confirmation of receipt and follow-up communications.
   • Track submission deadlines and ensure that all documentation is submitted within the designated timeframes.
   • Ensure compliance with internal record-keeping policies for all quotation-related materials.
6. Continuous Improvement:
   • Regularly review and assess the effectiveness of the current compliance processes and make recommendations for improvements.
   • Identify areas where SayPro can improve its quotation submission process to ensure better efficiency and compliance.
   • Engage in ongoing professional development to stay informed on government regulations and compliance standards.

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Qualifications:

• A degree or diploma in business administration, law, supply chain management, or a related field.
• Experience in government procurement or working with municipalities and government departments is a plus.
• Strong understanding of regulatory requirements in government quotation processes.
• Excellent attention to detail and organizational skills.
• Strong written and verbal communication skills.
• Ability to work under tight deadlines and handle multiple tasks effectively.
• Ability to collaborate with internal and external stakeholders to ensure compliance.

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Key Skills:

• Government Regulations Knowledge: Deep understanding of local and national regulations for government procurement processes.
• Attention to Detail: Ensuring accuracy in submission documents to prevent disqualification.
• Problem-Solving: Ability to address and resolve discrepancies in documentation or submission formats.
• Time Management: Meeting deadlines for all quotations.
• Collaboration: Effectively working with teams and stakeholders to gather all necessary submission materials.
• Training Engagement: Active participation in the SCMR workshop and ability to apply learnings immediately.

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Training Details: Participants will attend the SCMR Training Workshop scheduled for February, where they will receive in-depth knowledge and practical guidance on government department and municipality quotation submissions. Training will focus on understanding compliance requirements, proper documentation, and ensuring that all quotations meet the eligibility standards for review.

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This role is vital in ensuring that all of SayPro’s submissions to government bodies are compliant with regulations, maximizing the chances of acceptance and review for government contracts.