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Tender Administrator in Cleaning, Hygiene and Pest Control Services
2 weeks ago
Purpose of the job
Take the lead in identifying and submitting tenders under cleaning, hygiene, pest control services and general supply of goods and services.
Provide office administration and support.
Sourcing quotations from suppliers.
Generating quotations, invoices and delivery notes.
Key responsibilities
Tender sourcing
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
Tender compilation
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
Co-ordinating 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
Tender submission
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 and Tshwane)
Achieving a tender success rate of at least 40%
Update tender tracking list
Meeting the branch targets as per HR Planning meeting
Requirements
Matric or relevant administrative qualification
Relevant office administration certificate
Supply chain qualification
Experience
1-3 years' relevant experience
Knowledge
Extension knowledge of the full spectrum tender process
Knowledge of general office administration
Personal attributes
Working independently and as a team member
Innovative
Adaptability and flexibility
Willingness to learn
Integrity
REQUIREMENTS
Skills / competencies
Ms Office Packages (Word, Excel, PowerPoint, Outlook)
Ability to communicate on different levels
Sound decision making
