Bid Office Administrator (Belville)

Core Outputs

• Arrange bid kick-off meetings with relevant role players, keep minutes and distribute accordingly
• Undertake other administrative tasks as required
• Update monthly calendar with bid closure dates
• Actively search for new tenders on a daily basis
• Provide assistance to the Bid Office Manager as required
• Create system generated tracking of the tender process
• Follow up on PreSales with outstanding information on specific tenders
• Keeping stationery list updated and order additional as required
• Assist with the pre-qualification of all tenders
• Registration and capturing of information of all tenders on CRM system
• General query handling
• Escalation of queries
• Ad hoc updates to tender/bid library
• Maintenance of electronic paper filing system
• Completion of Supplier Database Registrations as and when needed
• Monitoring of National Treasury website for circulars in terms of new procurement policies/legislation etc
• Coordinating compulsory briefing/site surveys
• Formatting of bid response documents according to Style Guide
• Checking of documents from a grammatical and layout perspective
• Printing and collation of responses
• Arranging courier services for bid responses
• Completion of statutory RFP/RFQ document with the assistance of Bid Manager
• Completion of submission summary report (pricing, solution etc)
• Follow up on bid until awarded / Monitoring of state organ/client website for award information

Essential Requirements

• Minimum Qualification - Grade 12
• 1-2 years experience in ICT (Information and Communications Technology) sales or technical
• Knowledge of network infrastructure and services (LAN, WAN, routers, switches etc)
• Previous experience in a bid office environment will be an advantage
• Able to work outside of normal working hours