Tender Administrator

SUMMARY:
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POSITION INFO:

Job Summary:

The Tender Administrator is a critical, detail-oriented role responsible for managing the entire public and private sector tender (bid) process, from identifying opportunities to the ?nal submission. This individual ensures all tenders are completed accurately, compliantly, and submitted on time to secure high-value contracts for Tri Pharma’s product lines, particularly within the government, military, and municipal sectors.

Key Responsibilities:

Tender Management and Coordination

• Opportunity Sourcing: Proactively search, identify, and track relevant tender opportunities (RFQs, RFPs, Tenders) from various pla1orms (e.g., government portals, public/private institutions, Military, and Municipalities).
• Compliance and Review: Conduct an initial, thorough review of all tender documents, speci?cations, terms, and conditions to assess eligibility, feasibility, and key compliance
• Documentation Preparation: Manage the end-to-end tender preparation process, ensuring all mandatory documents, including but not limited to:
  • Pricing schedules and ?nancial
  • Technical speci?cations and compliance documentation (ISO, CE/FDA, product certi?cates).
  • B-BBEE certi?cates, tax clearance, company registration documents, and other legislative requirements.
  • Administrative compliance documents (SBD forms, ).
• Internal Coordination: Act as the central point of contact, coordinating inputs from Sales, Finance, Technical/Applications, and Supply Chain departments to gather all necessary information and sign-o?s.
• Drafting and Formatting: Write, format, and structure professional, error-free, and compelling bid responses that are fully compliant with the tender speci?cations.

Submission and Tracking

• Deadline Management: Rigorously manage a submission calendar, ensuring strict adherence to all tender deadlines, protocols, and submission methods (physical delivery or electronic portals).

• Quality Control: Conduct ?nal checks (the "red pen" review) on all submissions to ensure 100% compliance and accuracy before ?nal sign-o? and
• Record Keeping: Maintain a comprehensive and organised database of all submitted, pending, and awarded tenders, including all source documents and post-submission

Post-Award and Administration

• Contract Handover: Assist the Sales and Contracts teams in the transition from successful bid to contract implementation, ensuring all documentation is accurately ?led for future reference and
• Supplier Database Management: Ensure Tri Pharma’s registration and compliance status are maintained on all relevant government, municipal, and private-sector supplier
• Performance Reporting: Track and report on tender success rates, common failure points, and competitive intelligence to help re?ne future bidding

Quali?cations & Experience:

Required:

• A minimum of 3 years’ direct experience in a Tender Administrator, Bid Coordinator, or Contracts Administrator role, preferably within the medical device, pharmaceutical, or a highly regulated technical industry.
• Demonstrable expertise and deep working knowledge of the South African Public Sector tender environment, procurement legislation, and administrative compliance documentation (e.g., SCM regulations, PPPFA, B-BBEE, SBD forms).
• Proven experience working with public entities such as government departments, municipalities, and military institutions.
• High pro?ciency in MS O?ce Suite (Word, Excel, PowerPoint) for compiling complex documents and spreadsheets.
• Strong verbal and written communication skills in

Advantageous:

• Tertiary quali?cation in Supply Chain Management, Commerce, Business Administration, Legal, or a related ?eld.
• Experience with e-Tendering portals and electronic submission

Core Competencies & Values:

The successful candidate will embody Tri Pharma’s core values and exhibit the following competencies:

• Attention to Detail: Absolute accuracy and vigilance in managing complex and high-stakes
• Time Management: Exceptional planning and organizational skills to manage multiple tenders simultaneously under
• Process Driven: A methodical and systematic approach to work, ensuring no steps are
• Integrity: High ethical standards and discretion when handling sensitive commercial and pricing
• Teamwork: Ability to coordinate and collaborate e?ectively across multiple internal