Bid Administrator (iOCO0196) at iOCO

Job Description

• Are you a highly organised and detail-oriented Bid Administrator with a strong understanding of public sector tender processes? We are seeking an experienced professional with at least three years’ bid administration experience to support the preparation, coordination and submission of competitive tenders and proposals. You will be responsible for managing tender documentation, completing and verifying SBD forms, monitoring compliance requirements, coordinating supporting information and ensuring submissions meet strict deadlines.

What you'll do:

Support bid managers with public sector tenders and other proposals, maintaining secure, accurate documentation and coordinating inputs, schedules and final production.
Compliance and bid administration

• Support bid managers with RFP administration, compliance, content and template-based preparation.
• Complete and check the SBDs issued with each tender, including SBD 1, applicable SBD 3 pricing schedules, SBD 4 (Bidder’s Disclosure) and SBD 6.1 where required.
• Maintain a tender-specific checklist of mandatory requirements and returnables. Check CSD registration, tax compliance, B-BBEE or specific-goal evidence, signatory authorisation and other supporting documents where required; track outstanding items, obtain authorised signatures and escalate gaps.
• Administer basic bids independently within an agreed scope, tracking mandatory requirements and coordinating submission. Escalate uncertainties and compliance gaps and obtain required reviews and approvals before submission.

Production and submission

• Compile collateral, create templates, format documents, and prepare, print and package tender submissions.
• Arrange delivery or electronic submission against tender instructions: method, destination, closing date and time, and packaging or upload format. Retain proof of delivery or submission.
• Scan and systematically file documents electronically.

Coordination and follow-up

• Find relevant private and public sector tender opportunities across platforms and media.
• Follow up tender submissions when their validity periods expire.
• Schedule bid meetings, take action-oriented minutes and distribute them.

Operational support

• Order and manage bid stationery; log printer faults and manage consumables.
• Assist with general tender queries.

Your Expertise:

• Minimum 3 years’ proven bid administration experience as part of a tender team supporting the preparation and submission of proposals in the private and public sectors.
• Hands-on public sector tender experience is essential, including completing Standard Bidding Documents (SBDs), identifying mandatory requirements and checking supporting documents before submission.
• Experience managing high volumes of tenders in a pressurised environment, managing competing submission deadlines and maintaining accurate, complete documentation under pressure.

Qualifications:
Qualification Essential

• National Senior Certificate/ Matric/ N3/ Grade 12
• Pass typical recruitment checks (criminal, qualification, ID verification checks, etc.)

Qualifications Preferred

• APMP Foundation certification

Skills/Competencies:
The role suits a self-motivated, innovative individual with:

• Strong teamwork, collaboration, written and verbal communication, and quick problem-solving skills.
• Intermediate MS Office proficiency.
• Excellent administration, organisation and time management skills.
• An uncompromising commitment to quality and attention to detail in all deliverables.
• The ability to prioritise deadlines, manage urgency and adapt to changing priorities.
• The ability to interpret public sector tenders, identify mandatory requirements and returnables, and distinguish these from functionality criteria and preference-point evidence. Identify missing or inconsistent information, track compliance with tender instructions and promptly escalate potential non-compliance.
• Initiative and the ability to remain calm and effective under substantial pressure.