Tender Specialist in Cleaning, Hygiene and Pest Control Services

Purpose of the job

Take the lead in identifying and submitting tenders under cleaning, hygiene, pest control services and general supply of goods and services.

Provide office administration and support.

Sourcing quotations from suppliers.

Generating quotations, invoices and delivery notes.

Key responsibilities

Tender sourcing

Identify and shortlist relevant tenders and RFQ’s on various platforms daily

Client's websites

E-tenders

Supply chain network

Tender Alert

115 Info and admin mailboxes

Daily and weekend newspapers

Client walk in centres

Central supplier database

Word of mouth

Take note of tender briefing sessions and make arrangements for suitable personnel to attend

Evaluate tender requirements and make decisions on suitability to proceed in consultation with management

Purchase tender documents

Update tender tracking list and office notice board on a weekly basis

Identify and follow up on private sector leads

Register on relevant vendor list databases in the public and private sectors

Tender compilation

Ensure that the following documents are relevant and up to date:

Bank rating and account confirmation letters

Certified directors’ ID documents

Certified copies of qualifications for technical teams

Board resolution for authority to sign tender document

Co-ordinating technical team assistance – pricing and methodology

Compiling supporting documents

Appointment and reference letters

Practical completion certificates

All other documents required for a successful tender / RFQ

Provide pricing schedule in Excel format to technical teams for assistance with pricing

Take note and incorporate additional information communicated by client during bidding period

Bring the tender/RFQ document for review by management at least two days before closing date

Tender submission

Submit the tender/RFQ document at the relevant location at least 24 hours before closing date. No tender/RFQ shall be submitted on the closing date

Provide a list of prices read out at the public bid openings

Compile a database of competitors and their pricing patterns

Respond to tender/RFQ validity extension requests from clients

Where applicable, obtain feedback from clients on unsuccessful tenders

Attend bid evaluation and adjudication sessions where these are open to the public (e.g. cities of Ekurhuleni and Tshwane)

Achieving a tender success rate of at least 40%

Update tender tracking list

Meeting the branch targets as per HR planning meeting

Requirements

Matric or relevant administrative qualification

Relevant office administration certificate

Supply chain qualification

Experience

5-10 years’ relevant experience

Knowledge

Extension knowledge of the full spectrum tender process

Knowledge of general office administration

Personal attributes

Working independently and as a team member

Innovative

Adaptability and flexibility

Willingness to learn

Integrity

REQUIREMENTS

Skills / competencies

Ms Office Packages (Word, Excel, PowerPoint, Outlook)

Ability to communicate on different levels

Sound decision making