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Manage the full tender process from receipt to submission.
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Receive, process, track, and maintain tender records and registers.
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Search for relevant tenders across various online platforms and distribute opportunities to management.
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Assess tender requirements and ensure compliance with submission specifications.
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Collate tender documentation, including pre-qualification questionnaires and supporting information.
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Ensure proposals are complete, accurate, and submitted within deadlines.
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Coordinate bid activities and communication across proposal teams.
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Participate in proposal kick-off meetings.
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Coordinate proposal reviews, approvals, and final submissions.
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Obtain commercial, legal, and technical inputs required for tender responses.
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Coordinate document sign-offs and approval processes in accordance with Delegation of Authority (DOA).
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Maintain tender portals with current company information.
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Manage the Bid Library and ensure proposal resources remain up to date.
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Maintain libraries of commercial documents, graphics, photographs, and proposal templates.
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Ensure all statutory and commercial documentation (e.g., Tax Clearance and B-BBEE certificates) remains current.
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Provide SharePoint access and document control support for proposal teams.
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Ensure tender responses comply with client requirements and company governance.
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Review formatting, quality, and completeness of proposals.
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Maintain traceability of electronic and hard-copy tender documentation.
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Ensure proposals represent the strongest possible submission.
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Update tender registers and monitor tender progress.
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Compile weekly reports on bid opportunities, wins, losses, and prospects.
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Conduct research and gather supporting information for proposal development.
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Provide administrative support to the Sales, Pursuit, and Administration teams when required.
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Update CRM/project systems when bids are awarded.
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Maintain online tender portals and reporting systems.
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Support continuous improvement of proposal processes and business systems.
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A three-year National Diploma or Degree is advantageous, preferably in:
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Business Administration
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Project Management
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Or a related field
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25 years' experience in:
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Proposal development
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Tender administration
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Bid coordination
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Business development support
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Experience in managing tender documentation and proposal submissions.
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Experience using SharePoint and online tender portals is advantageous.
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Experience with graphics or document publishing software is beneficial but not essential.
The successful candidate should have knowledge of:
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Tender and proposal management processes.
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Bid preparation and submission requirements.
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Procurement and tender compliance requirements.
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Corporate governance and approval processes.
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Document control and records management.
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Business development support processes.
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CRM systems and reporting.
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SharePoint and electronic document management.
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Quality assurance principles relating to tender submissions.
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Advanced proficiency in Microsoft Office:
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Microsoft Word
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Microsoft Excel
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Microsoft PowerPoint
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SharePoint administration and document management.
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Online tender portal management.
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CRM and reporting systems.
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Document formatting and proposal preparation.
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Research and information gathering.
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Basic graphics or image-editing software (advantageous).
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Excellent written and verbal communication skills (English).
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Strong organizational and time management skills.
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High attention to detail and accuracy.
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Project coordination and administrative skills.
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Planning and prioritization.
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Stakeholder coordination across multiple departments.
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Analytical and problem-solving abilities.
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Ability to manage multiple deadlines simultaneously.
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Report writing and progress tracking.
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Self-motivated and able to work independently.
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Highly organized and detail-oriented.
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Able to prioritize competing tasks effectively.
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Works well under pressure and within strict deadlines.
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Collaborative and able to build strong working relationships.
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Proactive with a customer- and quality-focused mindset.
