Tender Administrator at SGS

Job Description
Primary Responsibilities

• 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)
• Additional certifications in procurement, contract management, or tendering processes 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.