Bid Coordinator

**Key Accountabilities/ Principle Responsibilities**

**Primary Duties**
Bid coordination tasks consisting of, but not limited to as follows:
Coordinate, prepare and compile of bids submission documents;
Register tenders with the Accounts Department;
Ensure that the bid Approval Forms are completed

Set-up submission file(s) as outlined in the tender bid documents

Prepare all administration documents for submission file(s)

Prepare submission documents in the various brand formats as required e.g., CV’s, Processes etc.

Ensure that internal processes are followed, and records are kept in a structured manner according to the internal process procedures

Collate all information and file it in the submission file(s) based on the outlined structure

Copy and scan all submission files for record keeping in an electronic and hard copy format

Coordinate the collection and submission of tender documents

Coordinate the delivery of tenders (courier, hand delivery) so as to ensure timeously delivery of the tender document.

Meet bids submission deadlines

Updating of information with suppliers

Communicate with all internal and external clients on the bids process

Maintaining the administration of the bids

Review and format draft tender in order to comply with AFMS brand guidelines

Obtain feedback when bids are unsuccessful or successful

**General Duties**
Assist the Bid project manager when required and if capacity allows

Assist the Bid project manager with database registrations if capacity allows

**It should be noted that for operational reasons, it may be necessary for you to perform tasks other than those described herein from time to time. Prescribed procedures may be amended by management as and when required**

**Key Skills and Experience**
Grade 12

Minimum 3 - 5 years tender or bids administrative/coordination experience

Diploma - Business administration/ finance (Advantageous)

Excellent knowledge and proficiency in MS Word, MS Excel and MS PowerPoint Learning and adaptability

**People and Management Skill**
Strong administrative and written skills

People & communication skills (written and oral)

Fast learner and quick thinker

Problem solving skills

Learning and adaptability

Able to multi-task and administer multiple tenders at the same time

High level of attention to detail and accuracy

Excellent organisation skills

Valid driver’s licence and own transport

Fluency in English

Able to work overtime on request in order to meet submission or reporting deadlines

Able to manage and prioritise own workload

Able to work unsupervised, use initiative and meet strict deadlines

Enthusiastic, proactive team player

Able to function in a pressurised and deadline driven environment

**Key result areas**
Efficient, accurate and professional compilation and collation of tender submission packs

Sound administration enables timeous and effective deadline adherence

Sound coordination support that ensures the harvesting of information for timeous and effective reporting of business deliverables

**Additional Responsibilities and Skills**
The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as AFMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels