Tender Assistant - Pretoria at Adams & Adams

Duties and responsibilities

PROCESSING TENDERS

General Tender Administration 

• Registering and scanning various portals and pages for upcoming tenders on a daily basis
• Check and monitor the client “Watch list” daily, to ensure tenders that are important to the firm are not missed.
• Download tender documents and diarise briefing session dates where necessary.
• Maintain tender information repository.
• Develop/maintain a filing system.
• Organize and schedule meetings.
• Managing and maintaining the Tender Schedule/ Register
• Take charge of supplier portal registrations
• Establish and adhere to proper document management for minutes, tender documents and related documents.
• Liaise with other departments to ensure that relevant information is up to date.
• Interpret client queries and respond professionally.
• Ad hoc reasonable duties as and when requested by the Tender Manager

Support of the tender proposal process

• Ensure that tender documents are completed and accurate.
• Maintain accurate records and electronic copies of completed documents.
• Compile and put together the tender packs. 
•  Ensure the bid process is followed.
• Prepare all required supporting documents as per proposal specification.
• Provide support to Tender Manager for successful tender preparation and delivery of assigned tasks on time as per proposal specification.
• Organise and arrange all key progress meetings and take minutes throughout the tender process. (Tender kick-off and Tender Progress Review)
• Manage timeous review, signature, and delivery of tenders.

Tender submission assistance

• Assist with arrangements for submissions.

Tracking tender proposals

• Record tenders submitted.
• Follow up on submitted tender applications.
• Develop and manage database of tenders awarded.
• Track contract deadlines and renewal dates

REPORTING AND DOCUMENTATION

Collate information to assist the Tender Manager for reporting.

• Ensure reports include information on tenders applied for and awarded, tenders lost and reasons why, as well as renewal dates.

Arrange and take minutes for tender committee meetings.

• Ensure respective agendas, attendance lists, and action-trackers are up to date.

Requirements

Skills and knowledge

• Communication skills (written and verbal)
• Project management skills
• Time management skills
• Computer literacy
• Interpersonal skills at all levels
• Ability to take ownership/responsibility.
• Administrative skills
• Ability to work on multiple tasks in a stressful environment.
• Ability to work independently and as a member of a team.
• Attention to detail.
• Deadline-driven and committed to excellence.
• Problem solving
• Knowledge of Public Procurement Contracting and Tendering principles, including PFMA, PPPFA and B-BBEE

 Qualification/s

• Matric / Grade 12 
• A relevant tertiary qualification in Marketing/ Business Administration
• Relevant experience in bid/ tender environment (3-5 years)
• Previous work experience within a legal firm will be an added advantage