Job Description

Key Responsibilities:

• Manage the entire tender process, from initial identification of opportunities to final submission and contract negotiation.
• Coordinate and lead cross-functional teams in the preparation and submission of tenders or proposals in response to requests from potential clients or customers.
• Develop and implement tendering strategies to optimize success rates and ensure alignment with organizational objectives.
• Review tender documentation and requirements, ensuring thorough understanding and compliance.
• Collaborate with internal stakeholders, including sales, legal, finance, and technical teams, to gather necessary information and resources for tender submissions.
• Analyze and evaluate tender opportunities, assessing risks, opportunities, and potential value.
• Prepare compelling tender documents, ensuring clarity, accuracy, and persuasiveness in communication.
• Manage timelines, milestones, and deadlines associated with the tender process, ensuring timely submission.
• Maintain a repository of tender-related documents, templates, and information for future reference.
• Provide guidance and support to team members involved in the tendering process, fostering collaboration and knowledge sharing.
• Conduct post-submission reviews and analysis to identify lessons learned and areas for improvement.
• Monitor and track tender outcomes, analyzing win/loss ratios and contributing to business intelligence.
• Stay updated on industry trends, market dynamics, and competitive landscape to inform tendering strategies.
• Represent the organization professionally in client meetings, negotiations, and presentations related to tender opportunities.
• Uphold the highest standards of professionalism, integrity, and ethics in all interactions and communications.

Qualifications:

• Bachelor's degree in Business Administration, Marketing, or related field. (Master's degree preferred)
• Proven experience in tender management, bid management, or similar roles, preferably within the IT industry.
• Strong understanding of tendering processes, procurement practices, and contract negotiation.
• Excellent project management skills, with the ability to multitask and prioritize in a fast-paced environment.
• Exceptional communication and interpersonal skills, with the ability to collaborate effectively across functions and levels of the organization.
• Analytical mindset with the ability to assess complex situations, identify key issues, and propose effective solutions.
• Proficiency in Microsoft Office Suite and tender management software/tools.
• Certification in project management or procurement (e.g., PMP, CPP, APMP) is a plus.

Minimum Desired Qualifications

• National Senior Certificate (Grade 12)
• Bachelors degree in Business Administration or related field

Minimum Desired Experience

• Minimum of 4-7 years of leadership experience in procurement, setting procurement strategies, pricing, bid/ tender management and driving cost savings.
• Knowledge of Public Procurement Contracting and Tendering principles, including PFMA, PPPFA and BBBEE.
• At least 5+ years relevant enterprise ICT (Servers, Storage, Backup, End User Devices) experience
• At least 3+ years in Sales
• At least 5+ years in Vendor / Supplier Collaboration
• At least 5+ years in responding to tenders

RESPONSIBILITIES AND ACCOUNTABILITY

• Tender Preparation: Leading the development of tender documents, including compiling necessary information, coordinating inputs from various departments, and ensuring compliance with tender requirements.
• Bid Management: Managing the overall bid process, establishing timelines, and allocating resources effectively to meet submission deadlines.
• Proposal Development: Working closely with cross-functional teams to gather relevant information, develop compelling proposals, and ensure accurate pricing and costing.
• Risk Assessment: Conducting risk assessments and identifying potential risks associated with the tender, proposing mitigation strategies, and ensuring compliance with legal and regulatory requirements.
• Relationship Building: Building and maintaining relationships with key stakeholders, clients, and partners to enhance the organization's reputation and increase the likelihood of successful tender outcomes.
• Contract Negotiation: Collaborating with legal and commercial teams to negotiate and finalize contracts and agreements with successful bidders.
• Documentation and Reporting: Maintaining accurate records of tender activities, preparing reports on tender outcomes, lessons learned, and contributing to process improvement initiatives.
• Manage and monitor the database of tenders awarded, track financial impact and report on this.

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