Tenders Administrator at Broll

Job Description

POSITION PURPOSE

• The Tender Administrator must highly organized and detail-oriented. The Tender Administrator will be responsible to support and assist the Tender Manager to ensure that the tender process is adhered to from start to finish; ensuring all tender documentation is complete and accurate.
• The Tender Administrator will have excellent administrative and communication skills, be able to work well under pressure, be able to work independently and be able to manage multiple tasks or tenders simultaneously.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Project control: Assist the Tender Manager in managing the tender process from start to finish;
• Searching, compiling and distributing of tender leads to stakeholders;
• Prepare and organize all tender documentation, ensuring accuracy and completeness;
• Compilation, packaging and signatures of tenders for delivery;
• Liaise with internal and external stakeholders to collect necessary information and documentation for tender responses;
• Coordination of submission of tender responses, ensuring deadlines are met;
• Ensure that all tender documentation is compliant with legal and regulatory requirements, as well as company policies and procedures;
• Support and assist the Tender Manager in analyzing and evaluating tender documents and data;
• Maintain accurate records/registers of tender activity, including tender status and results;
• Report on leads generated and tenders on a weekly basis;
• Provide administrative support to other team members in the PMO, as needed;
• Assist in the preparation of reports on tender activity and performance;
• Monitor and maintain the tender management software/document center, ensuring all information is up-to-date and accurate;
• Attend tender briefing sessions, if necessary;
• Delivery of tenders, where necessary;
• Availability to travel across the country.

PERFORMANCE MEASUREMENT

• Efficient and Effective administration: Outperform the expectations by being proactive, well organized, and take initiative following the necessary workplace policies.
• Industry Knowledge: Strive to familiarize himself/herself with Supply Chain Management Best Practices, National Treasury Regulations, PFMA, Facilities Management, etc.
• Continuing Professional Development (CPD) ensuring alignment with IFM pillars of creating a High Performance Culture. Striving to capacitate himself/herself with the necessary knowledge to better serve the tenders department, the Cluster, and the Group.

EDUCATION/CERTIFICATION:

• Studies in Business Administration, Public Administration or Supply Chain Management.

REQUIRED KNOWLEDGE:

• Supply Chain Management Best Practices; National Treasury Regulations; and PFMA will be consider advantageous.

EXPERIENCE REQUIRED:

• 1 – 3 years’ experience working in administration. Project management experience or training is an advantage

SKILLS/ABILITIES:

• Excellent administrative and organizational skills, with the ability to manage multiple tasks simultaneously;
• Strong communication and interpersonal skills, with the ability to build relationships with internal and external stakeholders;
• Ability to work independently and as part of a team, with a positive and proactive attitude;
• Proficient in Microsoft Office and tender/document management software (if applicable);
• Experience in Microsoft Projects is an advantage;
• Attention to detail and ability to maintain accuracy under pressure;
• Budgeting skills;
• Driver’s License will be considered advantageous.