Commercial Support Assistant

SUMMARY:
Commercial Support Assistant (Johannesburg, Modderfontein)

POSITION INFO:

Position: Commercial Support Assistant

Our Client in the Logistics Industry, is seeking a Commercial Support Assistant (Johannesburg, Modderfontein)

PURPOSE OF THE ROLE:

Offer effective and professional support to the Legal, Commercial and Operations Department.

Key accountabilities:

Tender Administration.

Actively contribute to the development and implementation of all rules and procedures governing tendering and contract processes ensuring compliance with internal and governmental controls and regulations.

Provide Support in supervising the tenders process from the pre‐qualification stage through to the final bid submission, award of contract and engagement close out.

Collates and ensures proper documentation within the tendering and contract process by allocating tasks to team members.

Ensure that all Bid Submissions and other Tender Documents that are responsive to client requirements are completed and submitted in a timely manner.

Prepares regular status reports on ongoing tendering and evaluation activities undertaken.

Performs other Related Duties as required.

Commercial Department Support:

Interfacing and coordinating with internal and external stakeholders and customers regarding commercial aspects of contracts.

To provide support in the preparation of reports, proposals, presentations, letters and other documents, and undertake projects as instructed by the HOD.

To set up, maintain and develop filing systems, databases and processes, action logs (and chase non-compliance where necessary).

To support and develop the Contracts database – this includes contract reporting and monitoring, maintain contracts with regard to price increases, addendums, extensions and terminations to ensure that valid contracts are in place at all times.

Ad-hoc administrative support.

Customer interaction/correspondence/enquiries:

To receive and respond to correspondence on behalf of the HOD and distribute as appropriate.

To receive enquiries from the wider organization and external customers and channel to appropriate team members and/or respond accordingly on their behalf.

Monitoring and Reporting:

Departmental Task, Project Monitoring and Reporting.

Qualifications and Skills:

Grade 12.

Knowledge of Public Procurement Contracting and Tendering principles, including PFMA, PPPFA and BBBEE.

Possess excellent interpersonal skills with good written and verbal communication skills.

Fully developed IT skills, including a high level of proficiency in Word, Excel, Powerpoint, Outlook.

Experience of working with customers.

Excellent Time Management Skills to ensure Tender deadlines and other departmental Key Performance Outputs are delivered timeously.

Work under Minimal Supervision occasionally to meet objectives and key performance areas.

Well- organized, traceable filing skills to maintain Tender Records and Contractual Data.

Ability to multitask and co-ordinate workflow in a high-paced environment with existing team to achieve objectives.

Articulate, presentable and professional at all times.

Able to work independently.

Work Experience:

Minimum 5 years’ experience in Tendering and / or Contracts Administration Experience within the procurement environment.

Experience within the Rail Sector will be a definite advantage.

Proven ability to analyse information quickly and to problem solve and think strategically, position and formulate appropriate recommendations.

Able to work under pressure and to tight deadlines and ability to prioritise own workload.

Other:

Willing to work flexible hours including evenings, weekends and Public Holiday as per operational requirements.

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