Pretoria: Tender Administrator posted by Oostelike Personeel Konsultante

About the Role

The Tender Administrator is a critical, detail-oriented role responsible for managing the entire public and private sector tender (bid) process, from identifying opportunities to final submission. This individual ensures all tenders are completed accurately, compliantly, and submitted on time to secure high-value contracts for Tri Pharmas product lines, particularly within the government, military, and municipal sectors.

Key Responsibilities

• Opportunity Sourcing: Proactively search, identify, and track relevant tender opportunities (RFQs, RFPs, Tenders) from various platforms (e.g., government portals, public/private institutions, Military, and Municipalities).
• Compliance and Review: Conduct an initial, thorough review of all tender documents, specifications, terms, and conditions to assess eligibility, feasibility, and key compliance.
• Documentation Preparation: Manage the end-to-end tender preparation process, ensuring all mandatory documents, including but not limited to:
• Pricing schedules and financial
• Technical specifications and compliance documentation (ISO, CE/FDA, product certificates)
• B-BBEE certificates, tax clearance, company registration documents, and other legislative requirements.
• Administrative compliance documents (SBD forms, etc.)
• Internal Coordination: Act as the central point of contact, coordinating inputs from Sales, Finance, Technical/Applications, and Supply Chain departments to gather all necessary information and sign-offs.
• Drafting and Formatting: Write, format, and structure professional, error-free, and compelling bid responses that are fully compliant with the tender specifications.
• Submission and Tracking:
• Deadline Management: Rigorously manage a submission calendar, ensuring strict adherence to all tender deadlines, protocols, and submission methods (physical delivery or electronic portals).
• Quality Control: Conduct final checks (the “red pen” review) on all submissions to ensure 100% compliance and accuracy before final sign-off.
• Record Keeping: Maintain a comprehensive and organized database of all submitted, pending, and awarded tenders, including all source documents and post-submission records.
• Post-Award and Administration:
• Contract Handover: Assist the Sales and Contracts teams in the transition from successful bid to contract implementation, ensuring all documentation is accurately filed for future reference.
• Supplier Database Management: Ensure Tri Pharmas registration and compliance status are maintained on all relevant government, municipal, and private-sector supplier databases.
• Performance Reporting: Track and report on tender success rates, common failure points, and competitive intelligence to help refine future bidding.

Requirements

• A minimum of 3 years direct experience in a Tender Administrator, Bid Coordinator, or Contracts Administrator role, preferably within the medical device, pharmaceutical, or a highly regulated technical industry.
• Demonstrable expertise and deep working knowledge of the South African Public Sector tender environment, procurement legislation, and administrative compliance documentation (e.g., SCM regulations, PPPFA, B-BBEE, SBD forms).
• Proven experience working with public entities such as government departments, municipalities, and military institutions.
• High proficiency in MS Office Suite (Word, Excel, PowerPoint) for compiling complex documents and spreadsheets.
• Strong verbal and written communication skills.

Qualifications

• Tertiary qualification in Supply Chain Management, Commerce, Business Administration, Legal, or a related field.