Job Description

SUMMARY OF POSITION:

The Tender/Bid & Compliance Officer is responsible for planning, coordinating and conducting operational, administrative, bid/tender and compliance services of the company to ensure maximum efficiency and profitability. This includes implementing the entire life cycle of the bidding process, compliance to multiple regulations, partnerships and requirements. The ideal candidate will be custodian of company records, databases and information, he/she will provide compliance support to other departments as needed.

ROLES AND RESPONSIBILITIES

Tenders / Bids

Responsible for coordinating the life cycle of tender/bidding process (RFx, EOI) leads to timely submission, maintaining high-quality, accurate pricing and compliant responses. Conduct daily search of potential clients' websites, tender publications portals for relevant tenders/RFx and update the dashboard for response. Schedule, track and provide support materials and tender requirements for internal bid meetings, external client briefing sessions, site visits, including ensuring attendance of relevant executives, project, finance, HSSE and technical team members. Communicate accurately, appropriately and timeously with relevant internal teams and procuring entities all relevant information, documents, clarifications, notifications, requirements regarding tenders/bids. Compile and collate all necessary tender/bid inputs from technical, HR, finance, projects, HSSE, Supply Chain, Legal teams in an orderly and timeous manner. Maintain an accurate calendar of tender/bid briefing/site visit, clarifications, submission, presentation, extension dates, coordinate and ensure timely tender/bid/RFx submission by sharing calendar, notifications, alerts, reminders, conducting follow-ups with relevant team members. Conduct trend analysis and market research on bid/tenders/RFx and use trend data to improve bid/tender/RFx development process, success rate and decision-making.

Compliance

Conduct electronic and physical management (categorizing, storing, labelling, filing) of company compliance records, documents, files, folders and information. Collaborate with relevant departments to ensure appropriate timely registration, renewal, maintenance of validity of and access to compliance documentation at all times. Prepare and appropriately distribute Health, Security, Safety & Environment (HSSE) documentation in line with bid, project, operations or statutory requirements Managing risk by being compliant with South Africa labor laws, regulations and recommendations regarding information/data and records management. Planning, developing, organizing, implementing and controlling all required documentation, activities and actions of the Operations Department in collaboration with appointed consultants for ISO 9001, 27001, 45001, 20000, 22300, 31000 certifications. Maintain checklists and calendar of document registers, company document validity (BBBEE Certificates, Tax Documents, Technology/OEM Partnerships, Subcontractor Documents, Contracts and Agreements etc.) and work with relevant department to update regularly. Collaborate with Human Resource personnel to organize the organizational change, including stakeholder and employee communication. Conduct regular Physical & Electronic Data and Records back up. Participate in and successfully complete required training and certifications.

Any other reasonable duties and responsibilities in line with your capabilities and at the request of your Superior

JOB REQUIREMENTS

3 - 5 years proven work experience in tender/bid administration, development and coordination. Bachelor's degree in business administration, Public governance, Economics or related discipline . Knowledge and good command of MS Office Tools. Must have excellent time-management skills. Must be strict, fair and able to perform necessary duties and cascade knowledge to teams across different departments. Analyse information quickly with good problem-solving skills. Organised, meticulous in document and records management. Excellent written and oral communication skills. Real listening skills and respect for keeping information private. Attention to detail and strong work ethic.
Job Types: Full-time, Permanent

Application Question(s):

What is your salary expectation for this role?
Education:

Bachelors (Required)
Experience:

Tender/Bid Administration: 3 years (Required)
Location:

Johannesburg, Gauteng (Required)
Work Location: In person