Tender Administrator

Job description

• Take the lead in identifying and submitting tenders under marketing, media buying and construction, services and maintenance fields and provide Office administration and support. 
• Implement and maintain the companies ISO 9001:2015, ISO 45001 and ISO 14001 management systems.

• Identify and shortlist relevant tenders and RFQ’s on various platforms daily 
• Clients’ websites 
• E-Tenders 
• Supply Chain Network 
• CIDB 
• 115 Info and admin mailboxes 
• Daily and weekend newspapers 
• Client walk in centres (e. g City Power Tender Building) 
• Central Supplier Database 
• Word of Mouth 
• Take note of tender briefing sessions and make arrangements for suitable personnel to attend 
• Evaluate tender requirements and make decisions on suitability to proceed in consultation with management 
• Purchase tender documents 
• Update tender tracking list and office notice board on a weekly basis 
• Identify and follow up on private-sector leads 
• Register on relevant vendor list databases in the public and private sectors 

• Ensure that the following documents are relevant and up to date: 
• Bank Rating and account confirmation letters 
• Certified directors’ ID documents 
• Certified copies of qualifications for technical teams 
• Board resolution for authority to sign tender document 
• Coordinating technical team assistance – Pricing and Methodology 
• Compiling supporting documents 
• Appointment and reference letters 
• Practical completion certificates 
• CIDB 
• All other documents required for a successful tender / RFQ 
• Provide pricing schedule in Excel format to technical teams for assistance with pricing 
• Take note and incorporate additional information communicated by client during bidding period 
• Bring the tender/RFQ document for review by management at least two days before closing date

• Submit the tender/RFQ document at the relevant location at least 24 hours before closing date. No tender/RFQ shall be submitted on the closing date 
• Provide a list of prices read out at the public bid openings 
• Compile a database of competitors and their pricing patterns 
• Respond to tender/RFQ validity extension requests from clients 
• Where applicable, obtain feedback from clients on unsuccessful tenders 
• Attend bid evaluation and adjudication sessions where these are open to the public (e.g. Cities of Ekurhuleni & Tshwane) 
• Achieve a tender success rate of at least 40% 
• Update tender tracking list 
• Meet the branch targets as per HR Planning meeting. 

• Matric or relevant administrative qualification 
• Relevant Office Administration Certificate 
• Supply Chain Qualification (A Strong Wish) 
• Valid drivers licence 

• 3-5 years’ relevant experience 

• Extension knowledge of the full spectrum tender process 
• Knowledge of general office administration

• Ms Office Packages (Word, Excel, PowerPoint, Outlook) 
• Ability to communicate on different levels 
• Sound decision making 

• Working independently and as a team member 
• Innovative 
• Adaptability and flexibility 
• Willingness to learn 
• Integrity