Tender Administrator

at  Kena Outdoor

Purpose of the job: Take the lead in identifying and submitting tenders under marketing, media buying and construction, services and maintenance fields and provide Office administration and support. Implement and maintain the companies ISO 9001:2015, ISO 45001 and ISO 14001 management systems.
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 Coordinating 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 & Tshwane) Achieve a tender success rate of at least 40% Update tender tracking list Meet the branch targets as per HR Planning meeting.

REQUIREMENTS

Qualifications Matric or relevant administrative qualification Relevant Office Administration Certificate Supply Chain Qualification (A Strong Wish) Valid drivers licence
Experience 3-5 years’ relevant experience
Knowledge Extension knowledge of the full spectrum tender process Knowledge of general office administration
Skills/competencies Ms Office Packages (Word, Excel, PowerPoint, Outlook) Ability to communicate on different levels Sound decision making
Personal attributes Working independently and as a team member Innovative Adaptability and flexibility Willingness to learn Integrit

Please refer the Job description for details