Tender Administrator ( 2 Years Fixed Term Contract)

Sacaa; Gauteng; On-site; ZAR 180,000 - 260,000; Full time

Job summary

Sacaa in Gauteng seeks a diligent Tender Administrative Support to assist the Supply Chain Management department with SCM policy-compliant bid processes. The role covers coordinating bid committees, taking minutes, arranging pre-bid meetings and site inspections, and managing bid documents.

The successful candidate will ensure timely filing, logistics for site visits, and accurate record-keeping across all active and awarded tenders, contributing to the efficiency of the procurement function.

Responsibilities

• To provide tender administrative support to Supply Chain Management department in accordance with the Supply Chain Management (SCM) policy, procedures and regulations.
• Co-ordinate and schedule bid committee meetings (Bid Specification Committee (BSC) and Bid Evaluation Committee (BEC).
• Prepare minutes for bid committee Meetings (BSC and BEC) timeously.
• Schedule pre-bid meetings and invite prospective bidders.
• Receive and open bid documents.
• Co-ordinate and schedule tender briefing sessions and site inspection
• Prepare minutes for briefing session timeously
• Co-ordinate and schedule tender closing meetings ensuring cross functional teams are at reception on time.
• Assist Procurement manager with recording of all bids received.
• Co-ordinate logistics for site inspections including transportation.
• Schedule meeting invites with all the bidders for site inspection
• Provide support to the procurement manager ensuring that all tender documents are sorted and ready for the BAC meeting timeously.
• Ensure proper filing is in place at all times.
• Manage storage and security of tender documents.
• Maintain neat and organised digital and physical filing system for all active and awarded tenders.
• Ensure accurate record keeping of all tender related documents at all times.

Job description

OVERALL PURPOSE OF THE JOB

To provide tender administrative support to Supply Chain Management department in accordance with the Supply Chain Management (SCM) policy, procedures and regulations.

Tender Administrative Support (Bid Committees)

• To provide tender administrative support to Supply Chain Management department in accordance with the Supply Chain Management (SCM) policy, procedures and regulations.


• Co-ordinate and schedule bid committee meetings (Bid Specification Committee (BSC) and Bid Evaluation Committee (BEC).


• Prepare minutes for bid committee Meetings (BSC and BEC) timeously.


• Schedule pre-bid meetings and invite prospective bidders.


• Receive and open bid documents.

NB:

Briefing Sessions

• Co-ordinate and schedule tender briefing sessions and site inspection


• Prepare minutes for briefing session timeously

Tender Closing

• Co-ordinate and schedule tender closing meetings ensuring cross functional teams are at reception on time.


• Assist Procurement manager with recording of all bids received.

Site Inspection

• Co-ordinate logistics for site inspections including transportation.


• Schedule meeting invites with all the bidders for site inspection

BAC meetings

• Provide support to the procurement manager ensuring that all tender documents are sorted and ready for the BAC meeting timeously.

SCM Administration

• Ensure proper filing is in place at all times.


• Manage storage and security of tender documents.


• Maintain neat and organised digital and physical filing system for all active and awarded tenders.


• Ensure accurate record keeping of all tender related documents at all times.