Tender Administrator at WSP in Africa

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