Job Description

Duties and responsibilitiesPROCESSING 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.-Follow up on submitted tender applications.-Develop and manage database of tenders awarded.-Track contract deadlines and renewal datesREPORTING 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

Adams & Adams