Office Adminstrator and Business Associate at Swizzsoft Sytems

Role Overview:

The Office Administrator & Business Development Associate (Tender Preparation) will play a dual role in ensuring the smooth running of office operations and supporting the business development team in the preparation and submission of tenders, proposals, and related documentation.

The position requires a detail-oriented, highly organized professional who can coordinate administrative functions, assist in tender documentation, and support the company’s growth initiatives through research, coordination, and client engagement.

This role is ideal for an individual who thrives in a fast-paced technology environment and has a passion for administrative excellence, proposal writing, and business growth.

Key Responsibilities

• Office Administration (40%)
  • Manage daily office operations, ensuring a clean, professional, and efficient work environment.
  • Maintain and organize company records, contracts, and correspondence (both digital and physical).
  • Coordinate internal and external meetings, prepare minutes, and follow up on action items.
  • Handle communication with suppliers, clients, and partners professionally and promptly.
  • Manage procurement of office supplies, logistics, and petty cash tracking.
  • Support HR in maintaining attendance records, onboarding new staff, and updating employee files.
  • Ensure timely renewal of company licenses, subscriptions, and certifications.
• Business Development Support (35%)
  • Conduct market research to identify new business opportunities, partners, and clients.
  • Track tenders, RFPs, and RFQs from government agencies, SACCOs, NGOs, and private institutions.
  • Prepare company profiles, capability statements, and marketing materials for client engagement.
  • Maintain an updated database of potential and existing clients using CRM tools.
  • Assist in organizing client demos, presentations, and business meetings.
  • Support the sales team with documentation, correspondence, and proposal coordination.
• Tender Preparation & Documentation (25%)
  • Coordinate the preparation of technical and financial proposals, ensuring compliance with tender requirements.
  • Gather and format content from technical, finance, and management teams for submission.
  • Ensure all mandatory documents, certifications, and forms are up to date and included in submissions.
  • Manage the tender calendar — track submission deadlines, clarifications, and post-submission follow-ups.
  • Maintain a tender library with templates, past submissions, and supporting documentation for quick reference.
  • Liaise with government and institutional procurement offices to clarify requirements when necessary.
  • Support in the preparation of Expression of Interest (EOI) documents, bid bonds, and delivery schedules.

Qualifications and Experience

• Bachelor’s Degree or Diploma in Business Administration, Supply Chain, Marketing, or related field.
• Minimum 2 years of experience in administrative or business development roles, preferably in a technology or consultancy firm.
• Strong understanding of tendering procedures (PPRA, IFMIS, and NGO procurement systems) is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities with attention to detail.
• Ability to work under tight deadlines and coordinate with multiple departments.
• Experience in proposal writing or documentation is highly desirable.

Key Competencies

• Competency Description
• Communication Skills Clear, professional, and persuasive communicator (written and verbal).