Bid Administrator

Summary:

To support the planning, organisation and monitoring of all aspects of the preparation of bids from RFI/RFQ to the start of contract negotiations.

The role will be divided in to 3 major responsibilities

1.         General Administration

-     Monitoring of new bid adverts on a daily basis and preparing summary in respect thereof;

-     Emailing new leads to Bid Manager;

-     Assist with the qualification of all tenders

-     Compilation of tenders

-     Registration of all tenders on the CRM

-     General query handling;

-     Escalation of queries;

-     Ad hoc maintenance of bid register;

-     Ad hoc updates to tender/bid library;

-     Maintenance of electronic filing system;

-     Completion of Supplier Database Registrations as and when needed;

-     Follow up of expiry of supporting documentation (Tax Clearance Certificates, ICASA      licenses etc);

-     Provide ongoing assistance to the Sales Director/Bid Administrator as and when required;

-     Monitoring of National Treasury website for circulars in terms of new procurement policies/legislation etc;

-     Administration of electronic contracts database.

2.         Pre RFI/RFQ Submission

-     Arranging payment and collection of bid document;

-     Coordinating compulsory briefings/site surveys;

-     Formatting of bid response documents according to Style Guide;

-     Checking of documents from a grammatical and layout perspective;

-     Printing and collation of responses;

-     Arranging delivery of bid responses;

-     Completion of statutory RFP/RFQ document with the assistance of Bid Administrator.

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3.         Post Submission

-     Completion of submission summary report (pricing, solution etc);

-     Follow up with Organ of State/customer until award;

-     Monitoring of state organ/client websites for award information.

Qualifications: 

• Skilled in Microsoft Office (Excel and Word);

• Matric;
• Minimum 5 years general administrative experience;
• 2 - 4 years previous bid / tender experience essential

• Matric;
• Minimum 5 years general administrative experience;
• 2 - 4 years previous bid / tender experience essential
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