Senior Tender Administrator

WSP is one of the most diverse consulting firms in Africa. To further our strategic business execution plan, we are seeking leaders who share our guiding principles – we value our people and our reputation; we are locally dedicated on an international scale; we are future-focused and challenge the status quo; we foster collaboration in everything we do, and we have an empowering culture and hold ourselves accountable. We are committed to the achievement and maintenance of diversity and equity in employment.

Key Role:

To provide a high level of tender/bid management and administrator support to the African business. Introduction and implementation of best practice processes and structures, ownership and management of the end-to-end bid process, compliance to produce high-quality winning bids on time and in an organised manner. Coordination and management of our Bid Library.

Key Responsibilities:

• Searching for relevant tenders on various platforms and distribution to management
• Online Tender Platform / Portals Management and Monitoring
• Co-ordination of inputs to bids from various sources within WSP and/or externally (Multidisciplinary Projects / Joint Ventures / African Partners)
• Co-ordination, compilation and completion of tender documents (All sectors)
• Source and edit standard information required for tender submissions (World Bank CV format, Project Sheets etc.)
• Ensure that the bid process is followed, and proper templates are used
• Coordinate collection of tender documents and tender delivery ensuring submissions are made on time
• Submitting high quality compliant tenders in an organised manner
• Follow up on tenders submitted and maintain a database
• Update all spreadsheets, databases and records
• Introduction, implementation, alignment of best practice tender processes and structures across departments
• Ensuring that standards and quality management system are adhered to
• Initiate and respond to written and verbal correspondence, including composition, editing and distribution
• Create and maintain a system for organizing and storing both electronic and hard-copy information and records
• Coordinate, organise and attend internal meetings, including notification to prospective attendees, set-up, pre- and post-meeting correspondence, recording of accurate meeting actions
• Receive and screen communications including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention
• Preparation & updating project sheets (in collaboration with BU Project Administrators/Engineers/Scientists)
• Updating CVs (in collaboration with BU Project Administrators/Engineers/Scientists)
• Consistently manage own priorities to achieve all deliverables
• Understands and adheres to company policies and processes with appropriate care and focus
• Escalates issues where there are exceptions to the rules
• The Tender Preparation work area should be kept tidy and neat
• Other reasonable ad–hoc duties commensurate with the role

Health and Safety

• Role model standards for SHEQ performance and behaviour consistent with the company’s health, safety, environmental and quality vision and policies by influencing those around you
• Contributing to the identification of SHEQ risks and driving processes to achieve Zero Harm
• Embracing, displaying and promoting the company values and ensuring a safe working environment is maintained at all times

Key Competencies and Generic Skills:

• Must be able to work independently, prioritize and perform a variety of concurrent tasks
• Act as part of the team and always assist staff and managers to achieve common goals
• Excellent administrative skills
• Excellent communication skills - high standard of verbal and written English (spelling, grammar and punctuation)
• Excellent typing skills
• Excellent computer literacy – accuracy essential (MS Office: Excel, Word, PowerPoint, Outlook and Adobe Professional)
• Be able to multi-task with a positive attitude and drive
• Ability to function well in a highly pressurized, deadline-driven environment
• Detail orientated, logical and highly organised
• Non-compromising attitude on quality
• Uses initiative and independent judgment in completing activities and ability to work unsupervised within established policies and procedural guidelines
• Exemplary client service skills including the ability to identify needs provide prompt response, and exercise patience, respect and professionalism in all interactions
• Skills in independently prioritising, planning, coordinating, organising and monitoring multiple tenders of a complex nature simultaneously and quickly adapting to changes and timeframes
• Highly effective, planning organisational and time management skills
• Learns from experience and feedback and have an interest in learning new things and developing new skills
• Ability to exercise tact and discretion in preparing, handling and disclosing information of a confidential, controversial and/or sensitive nature
• Ability to establish and maintain effective working relationships with all levels of the organisation and the public
• Ability to analyse and resolve office, tender administration and procedural problems
• Ability to read, interpret and present information efficiently and effectively
• Ability to efficiently respond in a calm and effective manner to a variety of tender related demands

• At least 10 years’ experience in development and execution of tenders
• Relevant qualifications/professional registration advantageous
• Excellent interpersonal and organizational skills
• Demonstrate good leadership skills and have the ability to think strategically
• Knowledge of public procurement contracting and tendering principles
• Knowledge of tender preparations for a professional consultancy advantageous
• Knowledge and experience of SANRAL Tenders
• Knowledge and experience of Donor Funded projects
• Valid driver's licence

What's in it for you?

What if we can have work-life balance? What if we can be rewarded in ways that support our individual needs? What if we can be accepted for who we are? Here at WSP – we can!

WSP recognizes that work is only one part of our lives and making time for the other things in our life is important – be that our families, our friends or ourselves. So, if working from home, working part-time or having flexible start and finish time will help with this let us know as part of your application.