Procurement and Documentation Coordinator

Job Title: Administrative Specialist: Tender Process Coordinator and Correspondence Manager
Job Description:
Overview: As an Administrative Specialist in this role, you will play a crucial part in managing the tender process and overseeing all correspondence associated with successful tenders. Your administrative and record-keeping skills will be essential, and proficiency in various software tools is a must.
Key Responsibilities:
1. Tender Process Management:
• Oversee and coordinate all aspects of the tender process, ensuring compliance with relevant regulations and guidelines.
• Prepare and compile tender documents, ensuring accuracy and completeness.
• Collaborate with various departments to gather necessary information for tender submissions.
• Track and monitor tender deadlines, providing timely updates to relevant stakeholders.
2. Correspondence Management:
• Manage incoming and outgoing correspondence related to tender processes.
• Organize and maintain a systematic filing system for all tender-related documents.
• Respond promptly and professionally to emails and telephone inquiries related to tenders.
• Ensure all communication is documented and archived appropriately.
3. Record-Keeping and Documentation:
• Maintain meticulous records of all tender documents, contracts, and related correspondence.
• Regularly update and organize electronic and physical filing systems.
• Ensure compliance with record-keeping policies and procedures.
4. Software Proficiency:
• Utilize Microsoft Office Suite (Excel, Outlook, Word) for day-to-day tasks and documentation.
• Knowledge of accounting software such as Pastel and Evolution for financial tracking and reporting.
5. Communication:
• Facilitate effective communication between internal teams and external stakeholders.
• Manage telephonic and email interactions professionally, conveying information accurately and diplomatically.
• Collaborate with colleagues to ensure a cohesive and streamlined communication strategy.
6. Continuous Improvement:
• Identify opportunities for process improvements within the tender management and correspondence functions.
• Stay informed about industry best practices and implement relevant improvements.
Qualifications and Skills:
• Proven experience in administrative roles with a focus on tender processes.
• Excellent organizational and time-management skills.
• Proficient in Microsoft Office Suite (Excel, Outlook, Word).
• Knowledge of accounting software such as Pastel and Evolution is advantageous.
• Strong communication skills, both written and verbal.
• Attention to detail and accuracy in record-keeping.
Note: This job description is a general guideline and may be subject to change based on organizational needs. The candidate should be adaptable and willing to take on additional responsibilities as required.