Senior Bid Administrator

Njiloconsulting • Other • Johannesburg, Gauteng, South Africa • $300 - $400 / year • 7h ago

JOB TITLE: Senior Bid Administrator
LOCATION: Johannesburg
DURATION: Permanent

Purpose of the Position

To be involved entirely in the process for Njilo Consulting and Logistics which involves searching for tenders, the application process, submission of the tender, following up after submission, and assisting the Bids manager with the day-to-day running of the bids department.

Minimum Requirements

Matric
Diploma in Administration, Fleet Management / Logistics Management / Business Management / Office Management or similar qualification
3-5 Years Experience

Core Responsibilities

Business Development

Conducts research to identify new business opportunities using multiple search engines and sources.
Submits pre-qualified opportunities for review and approval.
Distributes approved bids to relevant stakeholders using correct templates.
Liaises and organises with relevant people to attend tender briefings ensuring that critical information regarding the briefing is shared with them.
Tracks tender briefing attendance and submissions.
Attends all virtual tender briefings.
Organises purchasing of tender documents.
Oversees the tender briefings and submission process.

Tender Bids Admin

Compiles all bid-related documentation which includes financial, technical, and compliant information.
Liaises with clients/service providers to obtain additional/outstanding information to finalise submissions.
Prepares final tender submissions for approval and submission in accordance with client stipulations.
Coordinates the collection of tender documents and ensures submissions are safe and timely.
Attends to basic queries that may arise and escalates when needed.
Follows up on submitted tenders.
Ensures that commercial documents required for tenders are up to date and available.
Ensures that bid department stationery is maintained at optimum levels.

Coordination and Quality Assurance

Reads the tender document thoroughly in preparation for bid functionality and requirement discussion and signing off.
Conducts a thorough initial tender document quality review.
Coordinates meetings with relevant stakeholders for client requirements discussion.
Ensures tender documents and bid administrators are ready for quality reviews, bid functionality discussions, and signing off.
Conducts quality reviews of bid submissions to ensure accuracy and completeness.

Recording and Filing

Maintains electronic records/subscriptions such as Eskom vendor Portal Registration and other supplier databases.
Maintains accurate, organised electronic records copies of completed documents for future reference and ensures the filing system is maintained.
Conducts record management audits to ensure that the bids department filing is updated.

Compliance and Documentation

Ensures the bid process and procedure is followed and adhered to by everyone.
Ensures compliance with legal and regulatory requirements in bid submissions.
Assists in gap identification processes in the bids department, development, and maintenance of bid templates, procedures, policies, and materials.
Ensures completion of supplier database registrations and updates compliance documents on suppliers’ websites.

Reporting

Ensures submission of accurate information by bids administrators for preparation of bids department reports.
Ensures information is readily available for weekly/monthly report preparation.
Provides a comprehensive update on running progress and new opportunities in weekly meetings.
Updates, maintains, and shares a bid tracker report with relevant stakeholders weekly for monitoring and tracking the status of ongoing bids and submissions.
Assists in generating reports on bid performance and outcomes.
Assists in analysing data to identify areas for improvement in the bidding process and department.
Supervises and oversees day-to-day bid department activities.

Mentoring and Coaching Interns

Provides guidance and training to interns.
Reviews the quality and delivery of all work submitted and provides qualitative constructive feedback.

Knowledge and Skills

Understanding of contract terminology, competitive bids, purchase orders, and vendor relationship management.
Computer literate, proficient in Word, Excel, PowerPoint, emails, etc.
Good understanding of the tender process.
Ability to work well within a team.
Proper time management and ability to work under pressure.
Able to work and thrive in a high-stress and fast-paced environment.
Good communication skills (written & verbal), attention to detail, and good interpersonal relations.

Suitable candidates should forward their applications (CVs and qualifications) to , or via our company website on recruitment, upload your CV and check for more opportunities available.

Closing Date: 15 November 2024

At Njilo, we are committed to creating an inclusive and diverse workplace. We strongly encourage individuals with disabilities to apply for our open positions.