Tender Assistant

6 months ago

Pretoria, South Africa Adams Adams Full time

**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.
- 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.

**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

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