The development, performance and maintenance of the tender process activities to obtain maximum efficiency, quality, service and profitability for the organisation within the regulatory framework and Company’s policies and procedures.

The Tenders Assistant is the main liaison in the coordinating of tenders’ activities across the organisation and ensures contract compliance for procurement and supplier contracts.

Duties and Responsibilities

• Prepares and reviews tenders documents and updates to ensure documents are in compliance with legislation.
• Ensures all requirements of tender documents are complied with and relevant documentation for bid proposals are complete and accurate.
• Prepares the tender costing documents and prepares a response time for the same.
• Monitors and manages the tender submission process for formatting, completeness, consistency, and compliance for meeting timelines and presentation to management for review and approval.
• Estimates the tender/performance bond and liaises with the Finance Department for its arrangement as per the requirements of the tender.
• Liaises with Insurance and respective departments to ascertain compliance and incorporate the data obtained in the Tender Costing.
• Ensures all technical, commercial and contractual correspondence with Suppliers/Vendors are efficiently addressed and resolved; reviews contract clauses and keeps abreast of any changes in contractual requirements
• Analyses, maintains and updates suppliers’ information to appear in the approved vendor listing.
• Proactively escalates matters with Head, Procurement or designate as required.
• Develops and maintains strong working relationships with relevant stakeholders, including Corporate Clients
• Coordinates and communicates proposal document delivery; liaises with the User Department with respect to Tender requirements and Tender status.
• Attends technical clarification meetings and site visits, and effectively organizes mobilization of resources as required
• Prepares monthly reports within expected timelines for management such as summary schedules, proposal overviews, competitive overviews and cost/price summaries, status and evaluation reports and the annual plan.
• Maintains an effective filing system and records management of all internal procurement documentation relating to the tendering process and management approvals. Performs archiving function as required.
• Assists with the development of procurement software applications as required
• Performs other related duties as may be required by the job function.

Minimum Acceptable Academic/Technical/Professional Qualifications

• Bachelor’s Degree in Economics, Business, Finance, Commerce, Law, Engineering or related discipline
• CIPS, CPSM, or other relevant procurement certification would be an asset

Minimum Number of Years of Relevant Experience

• Requires at least five (5) years related experience with at least three (3) years with the Tenders Process – RFIs, RFQs and RFPs, etc.

Specific Skills/Experience and/or Knowledge

• Proficient in Microsoft Office Suite Applications
• Sound understanding of tenders and project management processes
• Strong ability to deal with difficult and delicate situations professionally and tactfully
• Strong communication skills (verbal and written)
• Excellent logical and negotiation skills, problem solving abilities and attention to detail
• Well organized and structured, able to prioritize and deal with multitasking
• Ability to perform with minimal supervision and as part of a team
• Must be confidential and trustworthy, demonstrate integrity and sound judgment
• Ability to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Strong knowledge of local business practices and legal processes