SUMMARY:
Tenders and Supplier Database Registrations
POSITION INFO:
The Tender Administrator function will have the ability to work independently on tender proposals and projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
The Tender Administrator must enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and team oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
JOB DESCRIPTION
Prepare responses to RFP,RFQ, EOI, and RFI for review by the Tender Manager.
- Attend Tender briefing sessions when required.
- Ensure that all Tender content is of a similar style, grammar, and language.
- Coordinate and compile all aspects of the tender in accordance with processes, client bid requirements and tender deadlines, including liaison with internal departments and preparation tender proposals.
- Evaluate each bid question fully in order to completely understand response requirements. - Ensures the bid proposals go through all the review stages as defined under the bid submission process
- Write and produce draft documents and bid responses in accordance with the firm standards.
- Maintain communication with client and support in obtaining client feedback on tenders submitted.
- To work towards improving and enhancing the standard and effectiveness of written responses in conjunction with the Bid Team
- Perform editorial reviews of written bid responses proof-read and edit bid responses as needed to improve clarity, accuracy, and readability.
- Review financial information (pricing) to ensure appropriate commercial offering, and approval.
- Develop and maintain communication channels across the firm, at all levels.
- Develop and maintain a library of written responses to support production of bids and proposals (Bid Library)
- Obtain references/testimonials from clients once training is completed
TENDER COORDINATOR SKILLS AND KNOWLEDGE
- Organizational & Project management skills
- Excellent writing and communication skills
- Meticulous, attention to details and willing to learn
- Ability to multi-task and prioritize
- Problem solving abilities
- Display high level of initiative, pro-active in practice and results driven
- Computer literate in MS Word, Excel and the Internet
- Motivated, ability to work under pressure and driven to meet deadlines;
- High level knowledge of Public Procurement Contracting and Tendering principles, including PFMA, and B-BBEE
QUALIFICATIONS AND EXPERIENCE
- Matric / Grade 12
- A relevant tertiary qualification in Marketing/ Business Administration
- Relevant experience in bid/ tender environment will be an added advantage
Duties & Responsibilities
Tenders/ Supplier Database Registrations
- Searching for tenders on the internet (eTenders/tender Bulletin etc) on a daily basis.
- Attend briefing meetings. collect tender documents
- Assist finance in obtaining payment Arrange for the tender to paid,
- Tenders – preparation and compilation of tender documents within required deadlines.
- Get a Third party to check final tender, scan and bind tender documents. If electronic – upload on folder with all supporting documentation.
- Scanned documents, along with all other working documents, are kept in folders on the server in order to keep up with the Quality Management System (QMS).
- Upload tender scan and final tender submission documents to Google Drive proposal folder.
- Update Tender Tracker on weekly basis.
- Once tender has been secured, ensure training dates have been finalized with client, appropriate subject matter secured, and original client brief conveyed to the facilitator. All this in consultation with the Training Manager
Administration –
- If hand delivery, arrange couriers to collect and delivery before the due date and time.
- Plan in advance for outlying areas that need an additional 1-2 days for delivery.
- Invoices and Purchase Orders – check invoices and PO’s and ensure they are fulfilled by the team
- Sumit updates RFQ reports daily
Project Documentation & QMS Support
- Project Files – create project files for new projects and/or tender and update as and when required on Zoho Drive
- Maintain Project Folders to reflect compliance with the QMS.
- Create NEW PROJECTS for each tender on ZOHO Projects for ease of tracking as task completion.
