Purchase Order Education Administrator in South Africa Cape Town –Free Word Template Download with AI
Western Cape Education Department – Procurement Division
123 Government Avenue, Cape Town, 8001, South Africa
Telephone: +27 21 467 0000 | Email: [email protected]
Registration No: 2008/012345/08
1. PARTIES TO THIS PURCHASE ORDER| Buyer (Issuing Authority) | Supplier / Service Provider |
|---|---|
|
Western Cape Education Department Procurement and Supply Chain Management Unit 123 Government Avenue Cape Town, 8001 South Africa VAT No: 4520123456 |
Table Bay Educational Services (Pty) Ltd 45 Seaview Road, Sea Point Cape Town, 8005 South Africa VAT No: 4520987654 Company Reg: 2019/456789/07 |
This Purchase Order is issued by the Western Cape Education Department to procure the professional services of a qualified Education Administrator to be deployed at the Cape Town Regional Education Office, located in the central business district of South Africa Cape Town. The Education Administrator shall be responsible for the day-to-day administrative coordination of educational programmes, curriculum implementation oversight, teacher deployment scheduling, learner records management, and compliance reporting in accordance with the South African Schools Act (Act 84 of 1996) and the Western Cape Education Department's operational policies.
| Line Item | Description | Quantity | Unit Rate (ZAR) | Amount (ZAR) |
|---|---|---|---|---|
| 01 | Professional services of a qualified Education Administrator (Level 5 NQF or equivalent) – monthly retainer for administrative coordination, curriculum support, and operational management at the Cape Town Regional Office | 12 months | R 48,500.00 | R 582,000.00 |
| 02 | Provision of administrative software licences (student information management system, HR scheduling platform, and reporting tools) for the Education Administrator's use | 1 set | R 12,750.00 | R 12,750.00 |
| 03 | Onboarding, orientation, and induction programme for the Education Administrator, including familiarisation with South Africa Cape Town education infrastructure, departmental protocols, and local school networks | 1 instance | R 8,200.00 | R 8,200.00 |
| 04 | Annual professional development and continuous education training for the Education Administrator (minimum 40 hours of accredited CPD) | 1 year | R 15,600.00 | R 15,600.00 |
| 05 | Workstation, ergonomic furniture, and office supplies allocated to the Education Administrator at the Cape Town premises | 1 set | R 22,400.00 | R 22,400.00 |
| Subtotal (excl. VAT): | R 640,950.00 | |||
| VAT @ 15%: | R 96,142.50 | |||
| TOTAL AMOUNT DUE (incl. VAT): | R 737,092.50 | |||
The Education Administrator engaged under this Purchase Order shall perform the following duties at the designated office in South Africa Cape Town:
a) Coordinate and manage the administrative operations of the Cape Town Regional Education Office, including scheduling of meetings, preparation of official correspondence, and maintenance of filing systems (both digital and physical).
b) Oversee the implementation of the national curriculum (CAPS) across all public schools within the Cape Town metropolitan area, ensuring alignment with departmental directives and the South African Department of Basic Education's annual priorities.
c) Manage teacher deployment, leave records, and performance appraisal documentation for approximately 340 public schools in the Cape Town district.
d) Prepare monthly and quarterly operational reports for the Director-General of the Western Cape Education Department, including statistical data on learner enrolment, teacher-to-pupil ratios, and resource allocation.
e) Liaise with local municipal authorities in Cape Town, school governing bodies, and community stakeholders to resolve administrative disputes and ensure compliance with the South African Schools Act and the Employment of Educators Act (Act 76 of 1998).
f) Maintain and update the student information management system, ensuring data accuracy in compliance with the Protection of Personal Information Act (POPIA, Act 4 of 2013).
4. TERMS AND CONDITIONS4.1 This Purchase Order constitutes a binding agreement between the parties upon signature. All terms are governed by the laws of the Republic of South Africa, with jurisdiction vested in the High Court of South Africa, Western Cape Division, Cape Town.
4.2 The Education Administrator must hold a minimum of a National Diploma in Education Administration (NQF Level 6) or a Bachelor's degree in Education Management, and must be a registered citizen or permanent resident of South Africa. A valid South African driving licence and clean criminal record certificate (not older than 6 months) are mandatory prerequisites.
4.3 Payment shall be made within thirty (30) calendar days of receipt of a valid tax invoice from the supplier. Invoices must reference this Purchase Order number (PO/WCED/2025/EA/00472) and be submitted to the Procurement Division, Cape Town office.
4.4 The supplier warrants that the Education Administrator shall be available for a minimum of 40 hours per week, Monday to Friday, between 08:00 and 16:30, at the designated office in South Africa Cape Town. Failure to meet availability requirements for more than three (3) consecutive days without prior written approval shall constitute a material breach of this Purchase Order.
4.5 The supplier shall indemnify the Western Cape Education Department against any claims, losses, or liabilities arising from the negligence, misconduct, or unauthorised actions of the Education Administrator during the term of this engagement.
4.6 This Purchase Order may be terminated by either party with thirty (30) days' written notice. In the event of termination, the supplier shall be compensated for services rendered up to the effective date of termination, less any outstanding obligations.
4.7 All personal data processed by the Education Administrator in the course of duties shall be handled in strict compliance with POPIA and the Western Cape Education Department's Information Protection Policy. A Data Protection Impact Assessment must be completed prior to the commencement of duties.
4.8 The supplier shall submit a monthly performance report to the Procurement Division by the 5th business day of each month, detailing the Education Administrator's activities, deliverables, and any issues requiring escalation.
5. DELIVERY AND COMMENCEMENTThe Education Administrator shall commence duties no later than 01 August 2025 at the Western Cape Education Department Regional Office, 123 Government Avenue, Cape Town, 8001, South Africa Cape Town. The supplier is required to complete all onboarding procedures, including security clearance, POPIA training, and system access provisioning, within the first five (5) business days of commencement.
6. AUTHORITY AND ACCEPTANCEFor and on behalf of the Buyer:
Western Cape Education Department
Name: Dr. Naledi Mokoena
Title: Director: Procurement & Supply Chain
Date: ____________________
For and on behalf of the Supplier:
Table Bay Educational Services (Pty) Ltd
Name: Mr. Johan van der Merwe
Title: Managing Director
Date: ____________________
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