Tender Specialist in Cleaning, Hygiene and Pest Control Services

Job description

• 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.

• 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

• 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

• 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

• Matric or relevant administrative qualification

• Relevant office administration certificate

• Supply chain qualification

• 5-10 years’ relevant experience

• Extension knowledge of the full spectrum tender process

• Knowledge of general office administration

• Working independently and as a team member

• Innovative

• Adaptability and flexibility

• Willingness to learn

• Integrity

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

• Ability to communicate on different levels

• Sound decision making