Job Description

PURPOSE OF THE POSITION

The Tender Administrator is responsible for managing the entire tender process, from the initial request for proposal (RFP) to the submission of tender documents. The role requires a high level of organization, attention to detail, and the ability to work under pressure to meet tight deadlines. The Tender Administrator plays a critical role in ensuring that all tenders are submitted on time, are fully compliant with the tender requirements, and are aligned with the company's strategic objectives.

Specific Responsibilities

Tender Management

• Monitor and identify tender opportunities relevant to Business Assurance services or products.
• Manage the entire tender process, including the preparation, review, and submission of tender documents.
• Ensure that all tenders are submitted on time and comply with the tender requirements and company policies.

Document Preparation and Coordination

• Coordinate with various departments to gather necessary information and documents required for tender submissions.
• Prepare and compile all tender documentation, including technical, commercial, and legal documents.
• Ensure that all documents are accurate, complete, and meet the requirements set out by the tendering authority.

Compliance and Quality Assurance

• Review tender documents to ensure compliance with all legal and regulatory requirements.
• Maintain up-to-date knowledge of tendering processes, regulations, and best practices.
• Conduct quality checks on all tender submissions to ensure the highest standard of work.

Communication and Liaison

• Act as the main point of contact between the company and the tendering authority.
• Liaise with external stakeholders, including clients, suppliers, and government agencies, to ensure smooth tender submission.
• Communicate tender outcomes to relevant internal stakeholders and provide feedback on areas for improvement.

Records Management and Reporting

• Maintain a comprehensive database of all tender submissions, including status updates, deadlines, and outcomes.
• Prepare regular reports on tender activities, success rates, and lessons learned.
• Ensure all tender documentation is properly filed and archived for future reference.

General

• Develop and maintain a tender calendar to manage multiple tender submissions simultaneously.
• Analyze tender specifications and requirements to identify key deliverables and risks.
• Assist in the negotiation and finalization of contracts arising from successful tenders.
• Provide administrative support for post-tender activities, including contract management and project handover.
• Stay informed about industry trends, market conditions, and competitor activities that may impact tendering opportunities.
• Support sales administration when required.
• Other reasonable miscellaneous duties assigned by your manager.

Qualifications

Education

• Matric (Grade 12)
• Diploma or Degree in procurement, contract management, tendering processes it would be advantageous.

Experience

• A minimum of 3-5 years of experience in tender administration, procurement, or contract management.
• Experience with public sector tendering processes and compliance requirements in South Africa.

Additional Information

Required Skills and Experience

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Strong understanding of tendering processes, legal requirements, and regulatory compliance.
• Excellent document management and organizational skills.
• Strong attention to detail and the ability to produce high-quality work under tight deadlines.
• Effective communication and interpersonal skills, with the ability to liaise with internal and external stakeholders at all levels.
• Analytical thinking and problem-solving abilities.
• High level of integrity, confidentiality, and professionalism.
• Ability to work independently as well as in a team-oriented environment.