1. Role Overview
One of the core responsibilities of the SayPro Administrative Support Coordinator is to monitor the progress and status of tenders, bids, and proposals to ensure that all milestones and submission deadlines are strictly adhered to. This is critical for maintaining compliance with procurement regulations, preventing delays, and facilitating effective decision-making across departments.
2. Tender Status Tracking – January Summary
The Coordinator successfully tracked multiple tender and procurement cycles using a centralized Tender Tracking Matrix. This tool allowed the office to monitor all ongoing procurement activities and maintain deadline discipline.
2.1 Key Tender Cases Monitored
| Tender ID | Description | Status (As of Jan 31) | Deadline | Outcome/Next Step |
|---|---|---|---|---|
| TDR-001/2025 | Office Supplies Procurement | Completed | 12 Jan | Awarded, contract signed |
| TDR-002/2025 | Catering Services | Completed | 25 Jan | Supplier selected |
| TDR-003/2025 | IT Infrastructure Upgrade | Open for bids | 14 Feb | Clarification period open |
| TDR-004/2025 | Security Services | Draft stage | TBD | To be launched early Feb |
- ✔ Regular updates were inputted into the matrix after every key activity (e.g., publishing date, clarification close, submission due, evaluation start).
- ✔ Alerts set for all open and upcoming tender deadlines using Outlook reminders and shared Google Calendar with the procurement team.
3. Deadline Monitoring Activities
3.1 Monitoring Tools Utilized
- Tender Tracking Dashboard: Excel-based tool with conditional formatting for status flags (green = on track, yellow = at risk, red = delayed).
- Deadline Calendar: Monthly tender calendar shared with procurement team; used to align tasks such as bid evaluations and report submissions.
- Task Management Log: Weekly checklist for key administrative tasks such as:
- Document submissions
- Committee scheduling
- Follow-ups on supplier clarifications
3.2 Weekly Deadline Review
- ✔ Conducted weekly progress reviews with Procurement Officer every Friday.
- ✔ Flagged two high-risk tenders in January due to slow internal approvals (TDR-002) and adjusted timelines accordingly.
4. Performance Highlights
- 100% deadline compliance achieved for all tenders initiated or concluded in January.
- No tenders were delayed due to administrative errors.
- All pre-bid clarification periods and committee schedules were initiated on time.
- Suppliers for TDR-001 and TDR-002 submitted proposals on or before deadlines, facilitated by clear tracking and reminder systems.
5. Challenges and Mitigations
| Issue | Impact | Resolution |
|---|---|---|
| Delayed internal sign-off for TDR-002 | Risk of late RFQ circulation | Daily follow-ups and escalation to Director |
| Bid tracking limited to spreadsheets | Risk of manual error | Proposal submitted to test new tender management software in Q2 |
| Conflicting schedules for bid evaluation committees | Risk of missed meetings | Introduced 10-day advance scheduling with backup members listed |
6. Recommendations for Improvement
- Transition from Excel-based tracking to a dedicated e-Procurement Monitoring System.
- Establish a procurement deadline policy outlining responsibilities and consequences for missed milestones.
- Implement SMS/email notification system for suppliers, reminding them of bid due dates.
7. Conclusion
The tracking and deadline management function carried out by the Administrative Support Coordinator in January has significantly contributed to the timely and compliant execution of SayPro’s procurement activities. Through structured monitoring tools, proactive communication, and early-warning mechanisms, the Coordinator ensured that all deadlines were met and that the procurement team operated efficiently and effectively.
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