TENDER SUPPORT OFFICER: Join our dynamic team as a Tender Support Officer. We are dedicated to serving clients who are prominent leaders in railway safety and control solutions, as well as rolling stock and operational solutions, not only in South Africa but across Africa and other territories, overseeing the implementation of rail projects throughout the continent.Job Summary:We are seeking a Tender Support Officer with Microsoft Office Suite Applications expertise to join our dynamic team. As a Tender Support Officer, you will play a pivotal role in providing administrative support, maintaining platforms, and ensuring the optimal functioning of the GEAR Commercial Tenders & Proposals Office. Your proficiency in administrative skills and attention to detail will contribute to our organisation's success and growth in winning quality rail projects across Africa.Duties and Responsibilities:Tender Platform Maintenance:Ensure all possible documents that could be required by customer tenders are saved on the shared Tender Platform.Ensure validity and currentness of all compliance documentation saved on the shared Tender Platform.Tender Searches:Daily active searches for potential opportunities listed on the various tender platforms used by GEAR as well as all customer websites / procurement portals.Sharing details of potential opportunities with the Commercial Proposals Manager to activate the Bid / No Bid process.Tender Administration:Completion of tender/RFQ/RFI/RFP response forms.Coordination of input from various departments.Compiling the required compliance documents, certification and signatures for tender submissions after receiving the bid analysis matrix.RFQ Response Preparation:Preparation of simple RFQ proposals for all our African customers when requested to do so.Request for supplier quotes to allow for priced responses to these small RFQs.Vendor Applications & Database Maintenance:Completion of Vendor Application Forms.Maintenance of Database, indicating all existing and potential customers and whether GEAR is a registered vendor or not.Maintenance of Procurement Portal registrations, annual fee payments, purchasing of tender documents, etc.Reporting and Documentation:Maintain accurate and comprehensive documentation related to the Tender Platform and RFQ submissions.Take detailed meeting minutes as and when required to do so.Other:Assistance with various tasks related to event management.Requirements and Qualifications:Business Administration Diploma, Certificate or equivalent.2 – 5 years of practical experience in tender administration will be an advantage.Excellent written and oral communication skills in English. Portuguese or French would be advantageous.Ability to work independently and collaboratively in a team-oriented environment.Proficiency in Microsoft (MS) Office applications including but not limited to MS Word, MS Excel, MS Power Point, MS One Drive, as well as Adobe Acrobat, etc.Technical Competence:Familiarity with Microsoft Office Applications.Strong analytical and problem-solving capabilities.Customer-facing skills.Understanding the company's core solutions for identifying opportunities is key.Behavioral Competence:Communication:Effective communication with team members, stakeholders, and end-users.Active listening to understand various perspectives.Presenting complex information in a clear and concise manner.Collaboration and Teamwork:Fostering a collaborative work environment.Open communication and idea-sharing within the team.Valuing and respecting the contributions and advice of senior, more experienced team members.Adaptability:Adapting to changing tender priorities and demands.Demonstrating flexibility in response to unforeseen challenges.Maintaining composure in high-pressure situations.Perseverance:Endurance to see difficult / tedious tasks through to the end.Anticipating potential problems and developing contingency plans.Time Management:Effectively managing time and resources to meet deadlines.Prioritising tasks and activities for optimal streamlining of the Commercial Tenders and Proposals Office.Key Performance Areas:Microsoft Office Suite – OperationDatabase MaintenanceCollaboration with StakeholdersParticipation in tender submissionsComplianceHighly organised and pro-activeExtreme attention to detailSend CV to: ****** Complete Team
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