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  • Posted: Jul 5, 2022
    Deadline: Not specified
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  • WSP is one of the world's leading engineering professional services consulting firms. We bring together a unique pool of technical experts and strategic advisors including engineers, technicians, scientists, architects, planners, surveyors and environmental specialists, as well as other design, program and construction management professionals. Our ex...
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    Tender Administrator

    KEY ROLE:

    To provide a high level of tender/bid management and administrator support to the national business. Introduction and implementation of best practice processes and structures, ownership and management of the end-to-end bid process, compliance to produce high-quality winning bids on time and in an organised manner. Assist with the coordination of the Tender Support Team and management of our Bid Library.

    KEY RESPONSIBILITIES:

    • Searching for relevant tenders on various platforms and distribution to management
    • Co-ordination of inputs to bids from various sources within WSP or externally
    • Co-ordination, compilation and completion of tender documents
    • Source and edit standard information required for tender submissions
    • Ensure that the bid process is followed, and proper templates are used
    • Coordinate collection of tender documents and tender delivery ensuring submissions are made on time
    • Submitting high quality compliant tenders in an organised manner
    • Follow up on tenders submitted and maintain a database
    • Update all spreadsheets, databases and records
    • Introduction, implementation, alignment of best practice tender processes and structures across departments
    • Ensuring that standards and quality management system are adhered to
    • Initiate and respond to written and verbal correspondence, including composition, editing and distribution
    • Create and maintain a system for organizing and storing both electronic and hard-copy information and records
    • Coordinate, organise and attend internal meetings, including notification to prospective attendees, set-up, pre- and post-meeting correspondence, recording of accurate meeting actions
    • Receive and screen communications including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention
    • Preparation & updating case studies (in collaboration with BU Project Administrators)
    • Updating CVs (in collaboration with BU Project Administrators)
    • Consistently manage own priorities to achieve all deliverables
    • Understands and adheres to company policies and processes with appropriate care and focus
    • Escalates issues where there are exceptions to the rules
    • Auditing projects according to ISO standards
    • The work area should be tidy and neat always
    • Easy Directory, set up of project folders & saving prospect information
    • Other reasonable ad–hoc duties commensurate with the role

    HEALTH AND SAFETY

    • Role model standards for SHEQ performance and behaviour consistent with the company’s health, safety, environmental and quality vision and policies by influencing those around you
    • Contributing to the identification of SHEQ risks and driving processes to achieve Zero Harm
    • Embracing, displaying and promoting the company values and ensuring a safe working environment is maintained at all times

    QUALIFICATIONS AND EXPERIENCE REQUIRED:

    • At least 3 years’ experience in development and execution of tender administration
    • Relevant qualifications advantageous
    • Excellent interpersonal and organizational skills
    • Demonstrate good leadership skills and have the ability to think strategically
    • Knowledge of public procurement contracting and tendering principles
    • Knowledge of tender preparations for a professional consultancy advantageous Valid driver's licence

    KEY COMPETENCIES AND GENERIC SKILLS:

    • Must be able to work independently, prioritize and perform a variety of concurrent tasks
    • Act as part of the team and always assist staff and managers to achieve common goals
    • Excellent administrative skills
    • Excellent communication skills - high standard of verbal and written English (spelling, grammar and punctuation)
    • Excellent typing skills
    • Excellent computer literacy – accuracy essential (MS Office: Excel, Word, PowerPoint, Outlook and Adobe Professional)
    • Be able to multi-task with a positive attitude and drive
    • Ability to function well in a highly pressurized, deadline-driven environment
    • Detail orientated, logical and highly organised
    • Non-compromising attitude on quality
    • Uses initiative and independent judgment in completing activities and ability to work unsupervised within established policies and procedural guidelines
    • Exemplary client service skills including the ability to identify needs provide prompt response, and exercise patience, respect and professionalism in all interactions
    • Skills in independently prioritising, planning, coordinating, organising and monitoring multiple tenders of a complex nature simultaneously and quickly adapting to changes and time frames
    • Highly effective, planning organisational and time management skills
    • Learns from experience and feedback and have an interest in learning new things and developing new skills
    • Ability to exercise tact and discretion in preparing, handling and disclosing information of a confidential, controversial and/or sensitive nature
    • Ability to establish and maintain effective working relationships with all levels of the organisation and the public
    • Ability to analyse and resolve office, tender administration and procedural problems
    • Ability to read, interpret and present information efficiently and effectively
    • Ability to efficiently respond in a calm and effective manner to a variety of tender related demands

    Method of Application

    Interested and qualified? Go to WSP in Africa on www.linkedin.com to apply

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