About the position
Position overview
This role entails the development, performance and maintenance of the tender process activities for all subsidiaries in the Healthcare Group to obtain maximum efficiency, quality, service and profitability for the Group.
1.1. Key tasks and responsibilities
Looking for an experienced professional tender specialist who will help identify, manage, and win large contracts from both the private and public sector. Areas of responsibility will include:
Tracking online and print tender opportunities from a range of public and private companies.
- Identifying, preparing and submission of proposal requests for all identified tenders,
- Proactively lead, assist, and steer the tender team to effectively deliver the tender process from pre-tender engagements through to submission and post-implementation review,
Assist in the development and preparation of the organisation's tender process strategy and general business planning,
Screening tenders and tender requirements on selective relevant opportunities, reviewing and extracting key information,
- Facilitate the tender qualification process (go/no go) for new opportunities in collaboration with the tender committee team, identify potential risks in the tenders, quotations and estimates in any related contract agreements across customers/channels,
- Analysing the technical specifications, developing the project timelines,
- Maintaining company database of new and forecasted tender opportunities and stage of activity underway with proposal,
- Monitoring forecasted opportunities and arrange attendance of briefing meetings,
- Enhancing internal processes and systems to track and scope opportunities and communicate in advance to operations business areas allowing them to plan for the upcoming tender(s),
- Making recommendations for internal subject matter experts, partners, and suppliers (technical partners, consultants, etc) to meet tender requirements,
- Performing and controlling the tender project filing system,
- Driving continuous improvement in the tender function and consequently facilitating and driving better commercial decision making,
Preparing and submitting proposals (expressions of interest, concept notes and tenders) and budgets in cooperation with internal business areas as well as external partners or suppliers. Areas of responsibility will include:
- Coordinating the tendering process and preparing tender templates,
- Preparation of submission index and submission files or electronic submission requirements,
- Compiling company project experience credentials documents, formatted CVs and capability statements, references, certificates, compliance certificates, etc for tender,
- Preparing content writing template (e.g., Smartsheet) based on the tender requirements and subject matter specialists' inputs (writing the tender) for the total scope of the tender, inclusive of digital lead partners or a possible consortium,
- Creating and fostering strong relationships with SBU heads withing the organisation,
- Liaising with external suppliers and partners - obtaining required documents for example statutory documents including B-BBEE certificates/Tax Pins/CSD Reports and CVs, and information on their availability, keeping them informed of tender/project status,
- Engage with internal business partner and the Business Development team to validate the Group's approach, design and pricing assumptions, budget preparation and workplans for the tender at hand,
- Handling timely submission of applications (digital and physical) in accordance with tender stipulations, ensuring quality assurance processes are adhered to,
- Reconcile pricing structures with previous pricing for existing clients (should it be required).
Developing, organising and updating Universal's business development knowledge and the Tender Repository Centre inclusive of all company materials, previous tender submissions, CV's, credentials, partner/client database and BEE certificates, Letters of Good Standing, templates for proposals, etc.
- Streamline and improve current processes and activities around tender pipeline management, revenue forecasting, and handover from business development to operations as well being an integral part of the team preparing proposals and quotations. This will drive the growth and conversion of our business development pipeline;,
- Maintain a repository of templated responses for written proposals and budget calculations,
- Develop high-end templates for improved visual
1.2. Responsibility to direct the tender team
- Manage allocated workloads and meet all targets as agreed with the tender team,
- Manage, direct, and monitor the overall performance of the tender process team to obtain maximum efficiency, quality, service, and profitability for the organisation,
- Contribute to training and development of the team,
- Maintain overall team responsibility for performing all duties in compliance with related legal/statutory, regulations, professional duties, responsibilities, and obligations and insert as applicable e.g., POPI, Best Practice Guidelines for Tendering and ISO certification,
- Effective liaison, support and assistance between tender process department and rest of organisation,
- Maintain and improve mechanisms for obtaining opportunities, surveying, and measuring tender process and disseminate feedback to the appropriate internal business units.
1.3. Experience and Qualifications Required
- Bachelor's Degree in Business Administration, Marketing or Accounting,
- Minimum of 5 - 10 years practical experience in a Tender Specialist position is essential,
- Good understanding of tender process management, requirements and
Competencies take "skills" and incorporate them into on-the-job behaviours. Those behaviours demonstrate the ability to perform the job requirements competently.
1.7. Computer Literacy
- Proficiency with the following programmes is required:
- MS Word,
- MS Excel,
- MS Outlook / e-mail,
- Smartsheet
- MS Explorer / Internet
Desired Skills:
- Degree
- Tender Specialist experience is essential
- Good understanding of tender process management requirement and dynamics
