Tender and Bidding Administrator

We are seeking a highly skilled and experienced Tender Administrator to join our team. The ideal candidate will be responsible for managing the tender process from inception to completion, ensuring timely and accurate submission of tenders. The role requires extensive experience in preparing, coordinating, and managing bids, as well as a deep understanding of procurement processes and tender regulations.

Key Responsibilities:

Tender Management:

• Lead the entire tender process, including pre-qualification, preparation, submission, and post-tender activities.
• Monitor tender opportunities and ensure timely submission of all tender documents.
• Develop and maintain a detailed tender schedule, ensuring all deadlines are met.

Document Preparation:

• Draft, compile, and review tender documents, ensuring compliance with client specifications and legal requirements.
• Coordinate with internal departments to gather necessary information for tender submissions.
• Format and proofread tender documents for accuracy and completeness.

Bid Strategy and Development:

• Develop and implement winning bid strategies.
• Conduct market research and analysis to identify opportunities for competitive advantage.
• Coordinate with the business development team to align tender strategies with overall company goals.

Stakeholder Coordination:

• Liaise with clients, suppliers, and internal stakeholders to gather information and clarify requirements.
• Coordinate with legal, financial, and technical teams to ensure all aspects of the bid are covered.
• Maintain effective communication with all stakeholders throughout the tender process.

Risk Management:

• Identify and assess potential risks associated with tender submissions.
• Develop mitigation strategies to address identified risks.

Compliance and Quality Assurance:

• Ensure all tender submissions are compliant with relevant regulations and company policies.
• Implement quality control measures to ensure high standards in tender documentation.

Post-Tender Activities:

• Conduct post-tender analysis to evaluate performance and identify areas for improvement.
• Maintain accurate records of all tender activities and documentation.

Continuous Improvement:

• Stay up-to-date with industry trends and best practices in tender management.
• Recommend and implement process improvements to enhance efficiency and effectiveness.

Qualifications and Experience:

Educational Background:

• National Diploma or Bachelor’s degree in Business Administration, Procurement, Supply Chain Management, or a related field. Relevant certifications (e.g., CIPS) is an advantage.
• Minimum of 3 - 5 years of experience in tender administration or a related role, with extensive experience in end-to-end bid management.
• Proven track record of successful tender submissions and bid wins.

Skills and Competencies:

• Excellent project management skills with the ability to manage multiple deadlines and priorities.
• Strong analytical and problem-solving skills.
• Exceptional attention to detail and accuracy.
• Proficient in MS Office Suite, particularly Word, Excel, and PowerPoint.
• Strong written and verbal communication skills.
• Ability to work effectively in a team and independently.
• Knowledge of procurement regulations and compliance requirements.

Personal Attributes:

• Highly organized and proactive.
• Strong interpersonal skills with the ability to build and maintain relationships.
• Resilient and able to work under pressure.