Job Description

DescriptionDuties 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.RequirementsSkills 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

Work LevelSkilledTypePermanentSalaryMarket RelatedEE PositionNoLocationPretoria

Adams & Adams