Tender Adminsitrator

SUMMARY:
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POSITION INFO:

TENDER ADMINISTRATOR, BRYANSTON – GAUTENG

Reporting directly to the Junior Manager: Tenders and Business Development

SKILLS & EXPERIENCE REQUIRED

• Three (3) year tertiary qualification in office administration or similar field.
• Five (5) years relevant experience in the consulting or related environment as an administrator with experience in the compilation of National, Provincial or Local Government / Municipal / SANRAL tenders.
• Experience in the submission of tender proposals and/or Expressions of Interest will be advantageous.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
• Knowledge of SharePoint and ProMan or equivalent will be advantageous.
• Involvement in preparation of marketing material would be advantageous.
• Ability to work under pressure, multi-task and meet deadlines.
• Highly organized and pro-active.
• Accuracy and attention to detail.
• Ability to work independently and in a team.
• Knowledge of filing and archiving.
• Excellent interpersonal skills with the ability to work with diverse individuals.
• Ability to take minutes at meetings.
• Proficient in English (written and verbal).

SPECIAL REQUIREMENTS

• Valid driving license and own reliable vehicle.
• Willingness and ability to work overtime when required.

JOB RESPONSIBILITIES

Tender Administration:

• Report to and directly communicate with the Proposals and Tender Specialist and Junior Manager: Tenders and Business Development.
• Undertake research support to assist the Infrastructure Advisory and Business Development team as required.
• Provide any support that may be needed by the Infrastructure Advisory and Business Development Team as and when necessary.
• Identification of relevant tenders for consideration by the various business units, thus knowledge of the different infrastructure sectors and the company’s service offerings is necessary.
• Upload tender advertisements to the Opportunity and Tender Management System (OTMS) and update OTMS. This includes sourcing information from and coordinating with the various sister offices.
• Produce and analyze tender reports from OTMS when requested.
• Ensure tender tracker maintenance from submission through to tender award and update OTMS accordingly.
• Attend tender briefings online and in-person when required.
• Assist with the preparation of panel and supplier database applications and ensure that existing applications and panel information is up to date.
• Provide support and / or compile tender submissions including preparing documentation to request proposal numbers and coordinating the completion of tender forms which includes compliance with documentation requirements according to the Company’s QMS (IS09001:2015), Business Management System (BMS) and the Project Management Online Guide (PMOG) systems. This includes managing the full submission process, whether online or in person, including printing where required.
• Assist in identifying and onboarding of required suppliers, JV partners, and sub-consultants for tenders within 10 business days of tender release, ensuring alignment with project requirements and deadlines.
• Upload tender documents to SharePoint and inform relevant tender representatives.
• Coordinate and assist with basic tender documents, compile standard compliance documentation, track tender addendums, liaison and coordination with other Business Units on tender submissions.
• Assist to collate and update the necessary CVs for tender submissions within 5 business days of the request, making sure that all CVs align with the specific requirements of the tender.
• Attend virtual opening of tenders and arrange for / attend in person attendance at physical openings.
• Assist in compiling database applications.
• Assist in e-procurement registrations and renewals such as specific country systems (Rwanda e-procurement) or donor / development finance institutions (DFIs) e-procurement systems i.e. World Bank.
• Keep a current CV database where all CVs are reviewed and updated every 6 months, ensuring they are ready for use in tender submissions.
• Sourcing of and coordinating with the various offices to obtain project data sheets; completed client satisfaction questionnaires and client reference letters and update the project tables accordingly.
• Create and regular updating of project datasheets on SharePoint.
• Arrange for the courier of documents as and when required.
• Help prepare, source and catalogue standard information required for bid/tender submissions such as tax clearance certificates, B-BBEE certificates, etc.
• Contact Suppliers for B-BBEE Certificates to ensure that valid certificates are always on file on SharePoint.
• Administrative assistance with the recording and maintaining of a list of all tenders submitted and follow-up on the outcomes thereof.
• Ensure that new suppliers complete the supplier application form as well as provide relevant documentation for registration on ProMan.
• Documentation management – archiving, collating, copying, binding, printing, scanning.
• Ability to source, collate and present information within proposals for the intent of marketing the client’s services in a professional and organised manner.
• Recording of notes and minutes for distribution.

Administration:

• Liaise with other sister offices regarding certain administrative related issues.
• Project and financial administration.
• Corporate, project and general filing.
• Facilitate travel arrangements (booking of flights, accommodation, car rental, etc.).

Quality Management System (QMS):

• Adheres to all applicable objectives and requirements set out in the Company’s QMS (IS09001:2015), Business Management System (BMS) and the Project Management Online Guide (PMOG).
• Responsible for general oversight on implementing, monitoring and review of Tender QA procedures, and ensuring the accurate and appropriate recording and storage of QA records and associated Quality System documents.

General:

• Maintain regular and continued professional development through on the job training, in-house courses, seminars or outsourced specialist training as required and agreed with the manager.
• Ad hoc tasks as required.