Key Responsibilities:
1. Tender Documentation Management
- Prepare and compile professional tender, bid, and proposal documents according to SayPro guidelines and client specifications.
- Coordinate with various departments to gather required technical, financial, and administrative information for submissions.
- Ensure all tender documentation is formatted, branded, and structured according to SayPro’s approved templates and quality standards.
2. Compliance & Process Alignment
- Apply knowledge of SayPro Monthly Administrative Support for Tendering Process (SCMR-1) to ensure every step of the documentation process follows SayPro’s standard procurement protocols.
- Verify that all submission requirements (e.g., certificates, tax compliance, registration documents) are current and correctly included.
- Conduct compliance checks before final submission, ensuring adherence to both SayPro and client requirements.
3. Coordination & Communication
- Liaise with procurement officers, technical teams, finance, and legal departments to consolidate and verify bid information.
- Maintain a strong line of communication with the Tender Office Manager regarding bid deadlines, progress updates, and outstanding information.
- Serve as the point of contact for clarifications and queries during the tendering process.
4. Knowledge Management
- Maintain a digital archive of all past tenders, bids, and proposal submissions.
- Contribute to the development and periodic review of SayPro tender templates and standard operating procedures (SOPs).
- Track changes in industry regulations and procurement frameworks to ensure document compliance.
5. Monitoring and Reporting
- Track tender opportunities, submission statuses, and outcomes using SayPro’s internal systems or procurement platforms.
- Prepare monthly reports in alignment with SCMR-1 to present tender activity, success rates, and compliance trends.
Skills Required:
A. Tendering Knowledge
- Deep understanding of the full tender lifecycle: from RFQ/RFP analysis, pre-qualification, bid submission to post-submission follow-ups.
- Proficient in interpreting and applying regulatory and client-specific tender requirements.
B. Administrative Proficiency
- Proven experience working within structured administrative systems, with a strong emphasis on quality, consistency, and deadline management.
- Familiarity with the SayPro Monthly Administrative Support for Tendering Process (SCMR-1) and its practical application to document management.
C. Technical Skills
- High-level proficiency in MS Word, Excel, and PDF document editing tools.
- Ability to compile and format complex bid documentation with attention to structure and readability.
D. Communication & Coordination
- Strong verbal and written communication skills to interact with internal and external stakeholders.
- Excellent organizational and multitasking skills; ability to handle multiple tenders concurrently.
E. Attention to Detail
- Detail-oriented with strong proofreading and quality assurance abilities to ensure accuracy of submitted information.
Qualifications:
- Diploma or Degree in Business Administration, Procurement, Supply Chain Management, or related field.
- Minimum 3 years’ experience in a tendering or procurement documentation role.
- Knowledge of South African procurement regulations (e.g., PFMA, PPPFA) and international tendering standards is advantageous.
Performance Metrics:
- Timely and compliant submission of tenders and bids.
- Quality and accuracy of documentation.
- Stakeholder satisfaction and communication efficiency.
- Tender win rate and feedback from tender evaluations.
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