Job Description
About the Role
The Tender Administrator role is a critical support function to the Junior Manager: Tenders and Business Development team. The successful candidate will be responsible for providing administrative support to the team, managing tender processes, and ensuring compliance with company policies and procedures.
Key Responsibilities
- Report to and directly communicate with the Proposals and Tender Specialist and Junior Manager: Tenders and Business Development.
- Undertake research support to assist the Infrastructure Advisory and Business Development team as required.
- Provide any support that may be needed by the Infrastructure Advisory and Business Development Team as and when necessary.
- Identification of relevant tenders for consideration by the various business units, thus knowledge of the different infrastructure sectors and the company’s service offerings is necessary.
- Upload tender advertisements to the Opportunity and Tender Management System (OTMS) and update OTMS.
- Produce and analyze tender reports from OTMS when requested.
- Ensure tender tracker maintenance from submission through to tender award and update OTMS accordingly.
- Attend tender briefings online and in-person when required.
- Assist with the preparation of panel and supplier database applications and ensure that existing applications and panel information is up to date.
- Provide support and / or compile tender submissions including preparing documentation to request proposal numbers and coordinating the completion of tender forms which includes compliance with documentation requirements according to the Company’s QMS (IS09001:2015), Business Management System (BMS) and the Project Management Online Guide (PMOG) systems.
- Assist in identifying and onboarding of required suppliers, JV partners, and sub-consultants for tenders within 10 business days of tender release, ensuring alignment with project requirements and deadlines.
- Upload tender documents to SharePoint and inform relevant tender representatives.
- Coordinate and assist with basic tender documents, compile standard compliance documentation, track tender addendums, liaison and coordination with other Business Units on tender submissions.
- Assist to collate and update the necessary CVs for tender submissions within 5 business days of the request, making sure that all CVs align with the specific requirements of the tender.
- Attend virtual opening of tenders and arrange for / attend in person attendance at physical openings.
- Assist in compiling database applications.
- Assist in e-procurement registrations and renewals such as specific country systems (Rwanda e-procurement) or donor / development finance institutions (DFIs) e-procurement systems i.e. World Bank.
- Keep a current CV database where all CVs are reviewed and updated every 6 months, ensuring they are ready for use in tender submissions.
- Sourcing of and coordinating with the various offices to obtain project data sheets; completed client satisfaction questionnaires and client reference letters and update the project tables accordingly.
- Create and regular updating of project datasheets on SharePoint.
- Arrange for the courier of documents as and when required.
- Help prepare, source and catalogue standard information required for bid/tender submissions such as tax clearance certificates, B-BBEE certificates, etc.
- Contact Suppliers for B-BBEE Certificates to ensure that valid certificates are always on file on SharePoint.
- Administrative assistance with the recording and maintaining of a list of all tenders submitted and follow-up on the outcomes thereof.
- Ensure that new suppliers complete the supplier application form as well as provide relevant documentation for registration on ProMan.
Requirements
- Three (3) year tertiary qualification in office administration or similar field.
- Five (5) years relevant experience in the consulting or related environment as an administrator with experience in the compilation of National, Provincial or Local Government / Municipal / SANRAL tenders.
- Experience in the submission of tender proposals and/or Expressions of Interest will be advantageous.
Qualifications
- None mentioned
Salary & Benefits
- Not specified
How to Apply
Click the green “Go Apply” button below to apply directly online with the employer.
About Admin / clerical / secretarial Jobs in Gauteng
Admin / clerical / secretarial positions are in high demand across Gauteng, with the job market typically experiencing steady growth in this field. The financial services sector, technology industry, and manufacturing sector are among those commonly employing administrative staff, as they require efficient organisation and support functions to operate effectively.
In terms of compensation, salaries for admin clerical secretarial roles vary widely depending on factors such as level of experience, company size, and industry sector. Generally, entry-level positions may command a salary range of around R10 000 – R20 000 per month, while more senior roles can earn between R30 000 – R60 000 per month or more, depending on individual qualifications and performance. However, it’s essential to note that these figures are only rough estimates and can vary significantly based on the specific employer and industry.
Typically, admin clerical secretarial roles require a range of key skills, including proficiency in Microsoft Office software, excellent communication and interpersonal skills, attention to detail, organisational abilities, and technical knowledge of HR systems or other relevant software. Additionally, many employers also value candidates with experience in customer service, data entry, or bookkeeping.
These roles are commonly found in various industries, such as financial services, technology, manufacturing, and healthcare. In the finance sector, for example, administrative staff may be responsible for providing support to accountants or financial analysts, while in the tech industry, they might assist software developers or IT project managers with administrative tasks.
Career development opportunities for admin clerical secretarial professionals are often extensive, with many roles offering a clear pathway to more senior positions. With experience and additional training, individuals can move into specialist roles such as HR administrator, operations manager, or even management positions.
This information provides general career guidance. Actual salaries and requirements vary by employer.
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