Tender Specialist

Job description

Role: Tender Specialist in marketing and communication (outdoor and printing services)

Purpose

• Take the lead in identifying and submitting tenders under Marketing, media buying & construction, services and maintenance fields and provide Office administration and support. 
• Implement and maintain the companies ISO 9001:2015, ISO 45001 and ISO 14001 management systems. 
• Candidate must be able to create strategies within the marketing and communications sector. 
• Candidate must be able to create proposals. 
• Candidate must be able to do methodologies within the scope of work in marketing, communications and printing services tenders. 

Key responsibilities 

Tender Sourcing 

• Candidate must be able to make strategies within the marketing and communication sector, must be able to create proposals and methodologies within marketing 
• Candidate must have full knowledge in the media space, media as a whole 
• Identify and shortlist relevant tenders and RFQ’s on various platforms daily clients’ websites 
• E-tenders 
• Supply chain network 
• CIDB 
• 115 Info and admin mailboxes 
• Daily and weekend newspapers 
• Client walk in centers (e. g city power tender building) 
• Central supplier database 
• Word of mouth
• Take note of tender briefing sessions and make arrangements for suitable personnel to attend 
• Evaluate tender requirements and make decisions on suitability to proceed in consultation with management
• Purchase tender documents 
• Update tender tracking list and office notice board on a weekly basis 
• Identify and follow up on private sector leads 
• Register on relevant vendor list databases in the public and private sectors 

Tender compilation 

• Ensure that the following documents are relevant and up to date: Bank rating and account confirmation letters 
• Certified directors’ ID documents 
• Certified copies of qualifications for technical teams 
• Board resolution for authority to sign tender document 
• Co-ordinating technical team assistance – pricing and methodology 
• Compiling supporting documents 
• Appointment and reference letters 
• Practical completion certificates 
• CIDB 
• All other documents required for a successful tender / RFQ 
• Provide pricing schedule in excel format to technical teams for assistance with pricing 
• Take note and incorporate additional information communicated by client during bidding period 
• Bring the tender/RFQ document for review by management at least two days before closing date 

Tender submission 

• Submit the tender/RFQ document at the relevant location at least 24 hours before closing date. No tender/RFQ shall be submitted on the closing date 
• Provide a list of prices read out at the public bid openings 
• Compile a database of competitors and their pricing patterns 
• Respond to tender/RFQ validity extension requests from clients 
• Where applicable, obtain feedback from clients on unsuccessful tenders 
• Attend bid evaluation and adjudication sessions where these are open to the public (e.g. cities of Ekurhuleni & Tshwane) 
• Achieve a tender success rate of at least 40% 
• Update tender tracking list 
• Meet the branch targets as per HR planning meeting. 

Requirements

Skills/competencies 

• MS Office packages (Word, Excel, PowerPoint, Outlook) 
• Ability to communicate on different levels 
• Sound decision making

Desired experience and qualifications. 

• Matric or relevant administrative qualification 
• Relevant office administration certificate 
• Supply chain qualification (a strong wish) 
• Valid driver’s license 
• 3-5 years’ relevant experience 
• Extension knowledge of the full spectrum tender process 

Remuneration: Market related

Posted on 31 Jul 17:31, Closing date 29 Sep