SayPro Assist in organizing and managing all tender-related documents and correspondence

1. Role Overview

The SayPro Administrative Support Coordinator plays a central role in supporting the seamless flow of tendering activities by organizing, managing, and maintaining all documentation and communication relating to bids, proposals, and quotations. This includes handling sensitive procurement documents, coordinating submissions, ensuring compliance with regulatory and donor requirements, and maintaining accurate records of all tender-related correspondence.

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2. Core Responsibilities – January Overview

2.1 Document Management and Filing

• Tender Document Repository
  • ✔ All tender files for TDR-001, TDR-002, and the newly published TDR-003 were organized both digitally and in hardcopy.
  • ✔ Digital folders were updated and archived on SharePoint under centralized naming conventions (e.g., TDR-002_Quotations_Approved).
  • ✔ Hard copies filed with audit-ready indexes and cross-referenced with approval logs.
• Document Control Register
  • ✔ Updated to reflect all incoming and outgoing tender-related documents.
  • ✔ 28 new items logged in January, including bid proposals, pre-bid queries, evaluation committee reports, and award letters.

2.2 Correspondence Tracking

• Internal Communication
  • ✔ Coordination of 17 internal memos between procurement, finance, legal, and executive units regarding tender clarifications, budget approvals, and evaluation outcomes.
  • ✔ Follow-up actions tracked using internal shared task boards.
• External Communication
  • ✔ Drafted and dispatched 24 official correspondences to suppliers, including:
    • Requests for quotations (RFQs)
    • Invitations to bid (ITBs)
    • Clarification responses
    • Bid outcome notifications
• Email Tracking System
  • ✔ Implemented use of tagging protocol in Outlook for all tender-related emails.
  • ✔ 68 emails tagged, categorized, and archived for easy traceability.

2.3 Meeting and Schedule Coordination

• Bid Opening & Evaluation Coordination
  • ✔ Scheduled and prepared logistics for bid openings of TDR-001 and TDR-002.
  • ✔ Prepared attendance registers, confidentiality statements, and evaluation templates.
• Committee Support
  • ✔ Provided administrative support for two evaluation sessions, including:
    • Printing and distributing bid documents
    • Preparing summary scoring sheets
    • Capturing minutes and compiling evaluation reports

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3. Compliance and Standardization Efforts

• ✔ Assisted in revising the Tender Document Checklist for mandatory attachments (e.g., tax certificates, company registration, declarations).
• ✔ Ensured each tender folder contains:
  • Published advertisement
  • Bidder attendance sheet
  • Evaluation committee reports
  • Contract award notification
• ✔ Cross-checked all final documents against SayPro’s procurement policy and donor compliance requirements.

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4. Improvements and Innovations Introduced

• ✔ Developed a Tender Tracker Excel Dashboard to monitor each tender’s progress from initiation to award.
• ✔ Introduced a document version control system with time-stamped file naming for transparency and audit readiness.
• ✔ Provided feedback to IT on proposed features for the new Procurement Management System scheduled for Q2.

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5. Observations and Recommendations

Observations

• Supplier responses were delayed when RFQs lacked clearly defined submission guidelines.
• Some internal memos lacked reference to specific tender IDs, creating follow-up confusion.

Recommendations

• Standardize RFQ templates with clear submission instructions.
• Train internal departments on the use of tender IDs in all correspondence.
• Automate tender filing system integration with central procurement software to reduce manual tracking.

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6. Summary

The Administrative Support Coordinator has played a pivotal role in ensuring the structured, compliant, and efficient management of all tender-related documentation and correspondence during January. The coordination between internal and external stakeholders has been improved through better communication systems, structured filing protocols, and transparent tracking tools, laying a foundation for enhanced procurement performance in the upcoming months.