Procurement & Tenders Officer at a Security Solutions Firm

Reporting: The General Manager

Job Profile:

Richland Security Services, a company that specializes in the provision of security services is looking for a Tenders and Procurement Officer to join their vibrant team.

Job Requirements:

As a Tenders and Procurement Officer, you will be responsible for preparing and managing requests for quotations, drafting accurate and compliant quotations, coordinating with relevant departments for contract processing, and monitoring the tender submission process to ensure it meets all required standards. Your role will also involve maintaining comprehensive records and databases to support tendering and procurement operations.

Duties and Responsibilities:

• Coordinate with relevant departments to compile and submit complete, accurate, and competitive tender responses, ensuring compliance with all tender requirements.
• Maintain a detailed and organized database of tender submissions and related documentation for easy retrieval and archiving post-submission.
• Follow up with eligible tender sources post-submission, addressing any queries and confirming receipt, while maintaining a database of key contacts for ongoing communication.
• Assist in tracking the tendering process, ensuring that all submissions are formatted properly, complete, consistent, and in compliance with applicable standards.
• Gather and record contract information received from the business development teams or extracted from reporting systems, ensuring proper invoicing after credit approval.
• Maintain and regularly update a comprehensive database of existing and potential clients, including key contacts in procurement and accounts, ensuring data accuracy.
• Monitor customer complaints, ensuring all entries in the complaints register are tracked, and that corrective and preventive actions are logged and followed through.
• Update and maintain an out-of-stock register, informing clients promptly when products are back in stock and confirming pending order supplies.
• Prepare and update status reports and projected timelines for tender submissions and pre- qualification processes as needed.
• Develop and maintain a database of sources for tender and bid opportunities, and proactively research new opportunities to expand the business.
• Learn and apply knowledge of standard operating procedures related to tendering, and suggest improvements for greater efficiency and competitiveness.
• Maintain a list and schedule of eligible tenders, quotations, and anticipated local purchase orders to support monthly financial forecasting.
• Communicate with clients associated with local purchase orders within two days of dispatch to confirm receipt and address any issues.Conduct regular quality follow-ups with clients post-supply to monitor the movement of large- scale orders and maintain client satisfaction.
• Continuously research and monitor news outlets and other sources for potential business opportunities, including tenders, at least three times daily.
• Conduct market research and client sentiment surveys, compiling reports on client feedback, market disposition, and strategies for growth and improvement.
• Complete other tasks as assigned by supervisors or management, ensuring support and coordination within the procurement and tendering functions.

Minimum Requirements:

• Educational background includes a Diploma/Degree Certificate from a recognized Institution.
• Must Have Previous experience in the Supply or Distribution Industry.
• Experience in sales with a proven enthusiasm for sales and marketing.
• Practical experience in Tendering processes is a MUST.

Skills:

• Exceptional interpersonal, Excellent verbal and written communication skills
• Strong problem-solving skills and ability to work with numbers
• Leadership acumen/leadership strength
• Adaptable to different situations and environments
• Attention to detail
• Strategic vision / comprehensive understanding of businesses and organizational needs