SayPro Communication skills to liaise with clients, team members, and vendors

Key Skills Required:

1. Advanced Communication Skills

• Client Liaison: Effectively engage with external clients to communicate tender requirements, respond to enquiries, and coordinate submission timelines.
• Internal Coordination: Maintain open communication with SayPro teams, including the procurement, legal, and finance departments, to ensure all submissions meet internal standards.
• Vendor Interaction: Professionally correspond with vendors and service providers regarding quotation requests, clarifications, and follow-ups on proposal submissions.
• Documentation: Draft clear, concise emails, tender summaries, and progress reports with high attention to tone and accuracy.

2. Organizational and Time Management Skills

• Manage the tender calendar, track bid opening/closing dates, and coordinate internal resources to meet submission deadlines.
• Prioritize multiple administrative tasks efficiently under pressure, especially during high-volume tendering months.

3. Document and Proposal Management

• Assemble tender documents, assist in writing standard content for proposals, and ensure compliance with submission guidelines and formats.
• Maintain a repository of past tenders, proposals, and relevant procurement documentation for easy access and audit purposes.

4. Procurement and Compliance Awareness

• Understand public and private sector procurement procedures, especially as they relate to bidding and quoting processes.
• Ensure adherence to SayPro’s internal procurement policies and relevant regulations, with a particular emphasis on ethical standards and data confidentiality.

5. Digital Literacy and Software Proficiency

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe PDF tools for document editing, formatting, and bundling.
• Experience using tender portals, procurement platforms, and CRM or ERP systems to track submissions and maintain vendor records.
• Use of collaborative tools (e.g., Teams, SharePoint, or Google Workspace) to facilitate information sharing and version control.

6. Attention to Detail and Quality Assurance

• Conduct detailed checks on all outgoing tenders and proposals to ensure accuracy, completeness, and consistency.
• Review supplier submissions for alignment with RFQ/RFP requirements before forwarding for evaluation.

7. Problem Solving and Initiative

• Proactively identify bottlenecks or discrepancies in the tendering process and propose corrective measures.
• Adapt quickly to last-minute changes in submission formats, deadlines, or vendor requirements without compromising quality.

8. Reporting and Monitoring

• Compile monthly support reports (such as the SCMR-1) capturing key tendering activities, submission status, and outcome summaries.
• Support the monitoring and evaluation team with metrics and documentation related to procurement performance indicators.

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Monthly Deliverables (January SCMR-1 Reference):

• Administrative coordination of all tenders opened or submitted in January.
• Logging and archiving all vendor quotations received.
• Coordination of at least 3 bid evaluation meetings.
• Issuance of acknowledgment and regret letters to all participating vendors.
• Maintenance of the bid register and compliance checklist for January.