SayPro Proficiency in document management and archiving

Key Responsibilities:

1. Tender Document Preparation and Compilation
   • Coordinate the collection and formatting of all required documents for tenders and bids.
   • Ensure each document complies with client specifications, tender rules, and SayPro standards.
   • Cross-reference every document against the SCMR-1 compliance checklist.
2. Document Management & Archiving
   • Implement the SayPro Monthly Administrative Support for Tendering Process (January SCMR-1) for the organization, storage, and archiving of all tender-related documentation.
   • Maintain a centralized electronic and physical filing system, ensuring accessibility, security, and compliance with audit standards.
   • Version control and update management of tender documents, quotations, and correspondence.
3. Bidding and Proposal Support
   • Support the technical and pricing teams with correct document formatting, templates, and annexures.
   • Monitor submission timelines and alert relevant teams to ensure deadlines are met.
   • Provide administrative assistance during pre-bid meetings, briefings, and evaluations.
4. Compliance and Quality Assurance
   • Review submitted documents to ensure full alignment with bid instructions and SCMR-1 administrative protocols.
   • Address any discrepancies or missing components before submission.
   • Facilitate internal audits and readiness reviews of tender documentation.
5. Communication and Coordination
   • Liaise with internal stakeholders (procurement, legal, finance) for document inputs and approvals.
   • Serve as the key point of contact for documentation during tender clarifications and post-bid evaluations.

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Skills Required:

1. Proficiency in Document Management & Archiving (SCMR-1-Aligned)

• Demonstrated expertise in applying SayPro Monthly January SCMR-1: SayPro Monthly Administrative Support for Tendering Process.
• Ability to organize, tag, track, and retrieve documents in high-volume tender environments.
• Familiarity with metadata-based archiving systems and electronic document management systems (EDMS).

2. Attention to Detail

• Strong proofreading and document-checking skills.
• Ability to identify discrepancies or missing information in complex document sets.

3. Administrative Excellence

• Skilled in using templates, tables, bid summaries, and administrative checklists.
• Capable of preparing detailed submission packs in physical and digital formats.

4. Time Management and Multitasking

• Capable of working under pressure with overlapping deadlines.
• Efficient prioritization of documentation for multiple bids or projects simultaneously.

5. Technical Software Proficiency

• Advanced Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with PDF editors, tender portals, and collaborative documentation platforms.

6. Communication and Collaboration

• Effective communicator, capable of interacting with procurement teams, vendors, and management.
• Clear and professional document writing and formatting.

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Qualifications:

• Diploma or Degree in Business Administration, Procurement, Supply Chain Management, or related field.
• 3+ years of experience in tender documentation or proposal development.
• Certification in records management or document control is an advantage.
• Familiarity with public procurement policies and international donor regulations (desirable).