Tender /Bid Manager

SUMMARY:
Our renowned IT client is seeking a skilled and experienced Tender Bid Manager to join their team. The successful candidate will play a crucial role in maximizing the organization's chances of securing contracts and business opportunities by effectively managing the tendering and internal sales process. The incumbent will ensure compliance, quality, and strategic alignment throughout the process.
Non Negotiable: The resource must have managed tender submission/ response process end to end.  Relevant industry experience in the ICT sector is very important.

POSITION INFO:
Key Responsibilities:

1. Manage the entire tender process, from initial identification of opportunities to final submission and contract negotiation.
2. Coordinate and lead cross-functional teams in the preparation and submission of tenders or proposals in response to requests from potential clients or customers.
3. Develop and implement tendering strategies to optimize success rates and ensure alignment with organizational objectives.
4. Review tender documentation and requirements, ensuring thorough understanding and compliance.
5. Collaborate with internal stakeholders, including sales, legal, finance, and technical teams, to gather necessary information and resources for tender submissions.
6. Analyze and evaluate tender opportunities, assessing risks, opportunities, and potential value.
7. Prepare compelling tender documents, ensuring clarity, accuracy, and persuasiveness in communication.
8. Manage timelines, milestones, and deadlines associated with the tender process, ensuring timely submission.
9. Maintain a repository of tender-related documents, templates, and information for future reference.
10. Provide guidance and support to team members involved in the tendering process, fostering collaboration and knowledge sharing.
11. Conduct post-submission reviews and analysis to identify lessons learned and areas for improvement.
12. Monitor and track tender outcomes, analyzing win/loss ratios and contributing to business intelligence.
13. Stay updated on industry trends, market dynamics, and competitive landscape to inform tendering strategies.
14. Represent the organization professionally in client meetings, negotiations, and presentations related to tender opportunities.
15. Uphold the highest standards of professionalism, integrity, and ethics in all interactions and communications.

• Bachelor's degree in Business Administration, Marketing, or related field. (Master's degree preferred)
• Proven experience in tender management, bid management, or similar roles, preferably within the IT industry.
• Strong understanding of tendering processes, procurement practices, and contract negotiation.
• Excellent project management skills, with the ability to multitask and prioritize in a fast-paced environment.
• Exceptional communication and interpersonal skills, with the ability to collaborate effectively across functions and levels of the organization.
• Analytical mindset with the ability to assess complex situations, identify key issues, and propose effective solutions.
• Proficiency in Microsoft Office Suite and tender management software/tools.
• Certification in project management or procurement (e.g., PMP, CPP, APMP) is a plus.

• National Senior Certificate (Grade 12)
• Bachelor’s degree in Business Administration or related field

• Minimum of 4-7 years of leadership experience in procurement, setting procurement strategies, pricing, bid/ tender management and driving cost savings.
• Knowledge of Public Procurement Contracting and Tendering principles, including PFMA, PPPFA and BBBEE.
• At least 5+ years relevant enterprise ICT (Servers, Storage, Backup, End User Devices) experience
• At least 3+ years in Sales
• At least 5+ years in Vendor / Supplier Collaboration
• At least 5+ years in responding to tenders

• Tender Preparation: Leading the development of tender documents, including compiling necessary information, coordinating inputs from various departments, and ensuring compliance with tender requirements.
• Bid Management: Managing the overall bid process, establishing timelines, and allocating resources effectively to meet submission deadlines.
• Proposal Development: Working closely with cross-functional teams to gather relevant information, develop compelling proposals, and ensure accurate pricing and costing.
• Risk Assessment: Conducting risk assessments and identifying potential risks associated with the tender, proposing mitigation strategies, and ensuring compliance with legal and regulatory requirements.
• Relationship Building: Building and maintaining relationships with key stakeholders, clients, and partners to enhance the organization's reputation and increase the likelihood of successful tender outcomes.
• Contract Negotiation: Collaborating with legal and commercial teams to negotiate and finalize contracts and agreements with successful bidders.
• Documentation and Reporting: Maintaining accurate records of tender activities, preparing reports on tender outcomes, lessons learned, and contributing to process improvement initiatives.
• Manage and monitor the database of tenders awarded, track financial impact and report on this.

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