Requirements
A vacancy has arisen for a Bids & Tenders Executive. Based in the Nairobi office, you will also support the tender and bids operations in Uganda & Tanzania.
The purpose of this role is to take lead in coordination and facilitation of the tender process across East Africa; to collate and share best practice on bids and tenders across the business to ensure that all bids and tender meetings with key stakeholders meet the highest professional and ethical standards required; and to capture data and information on both successful and unsuccessful bids and feed this data into the bid system, then publish and share insights and learning’s.
Your day-to-day responsibilities will include:
Tender Process:
Check various Tender search systems daily and identify opportunities for bid or market intelligence purposes
Co-ordinate all external communications as determined by the customer, which may involve face-to-face meetings/discussions, bid presentations, as well as written clarification to questions or email communications.
Determine appropriateness of Tenders for Go/No go meetings
Liaise and coordinate with the Sales team on conduct of timely surveys
Ensure that the business authority matrix rule is followed for bid sign off.
Work with the Tender Co-ordinators and Sales & Marketing Manager to schedule and allocate tasks for the maximisation of the overall efficiency and RI branding of Tenders.
Time management for all assigned tasks to completion of tender process
Ensure that tender briefings are attended by the relevant parties
Follow relevant procedure for tender compilation, authorisation and submission
Manage the tender submission throughout the entire life cycle. Edit text submissions as required.
Ensure effective prioritisation of tasks and assignments
Advise and guide senior management and relevant staff on client tender requirements including regulatory, statutory requirements and pricing schedules.
Manage client correspondence, information sheets, and contractual changes and produce status reports and documentation for all assigned projects.
Coordinate the submission of pricing while monitoring margins
Development of bid management products and processes that provide continuous improvement to the tender desk function.
Build relationship with all relevant stakeholders with special focus on municipalities and SOE’s
Reporting:
Update all relevant documentation, spreadsheets, databases and company sales records and produce monthly reports for departmental team and management when required.
To complete the tenders monthly report.
Generate monthly reports on all Tenders – Competitiveness in area and Department feedback frame for monthly management meetings
Successful Tender Submission:
Ensure that the Tender and Business proposal meet all relevant specifications and are in line with most recent research available and best practice and are compliant with client requirements.
Produce high quality, accurate and professional Tenders in line with RI standards
Ensure Tender submissions are delivered well within prescribed tendering authority deadlines.
Develop and draft sales content for tenders ensuring alignment with agreed bid strategy. Ensure all content is maintained in the bid library
Records Management:
Maintain contractual records and documentation such as receipt and control of all contract correspondence, customer contract information sheets, contractual changes, status reports, and all other documents for all projects.
Find and retrieve information from files in response to requests from authorized users.
Ad-hoc tasks:
Lead regular meetings with the bid team as required.
Carry out any other management request in line with your area of responsibility.
Perform any other ad hoc Tender related administrative dutied as delegated
Keep abreast of changes in new policies and procedures to identify/minimise negative impact to your role
Secure favourable relations with all employee and regional management team
Company Professional Registrations and verification:
For Tender purposes, in liaison with HR/finance, ensure that any professional registrations are current
KRA tax verification
Do you have what it takes? If you want to be considered for this role you will need:
Relevant Tertiary Education advantageous in a business field
Proficient in English – written and spoken
Proven track record and experience in tenders processes and management is a MUST
Customer Care experience
Numerical acumen
Computer literate
Integrity/reliability
Strong negotiation skills
Persuasiveness
Strong ownership & responsiveness
High energy levels (action orientated)
Self confident/assertive/passionate
Problem solving skills/solution driven
Strong demonstration of the values of service, relationships and teamwork
Be self- motivated and display a high energy level
Excellent planning and organisational skills
Team player with a collaborative style
Demonstrates the ability to take the initiative
Highly developed communication skills (written / verbal / non-verbal)
Ability to form strong customer relationships at all levels
Benefits
Are you interested? Here’s what you can expect when you join us…
Opportunity for Growth
Employment Equity
Rentokil Initial believes in supporting all employees to provide equal opportunities and avoid discrimination. We also place emphasis on workplace diversity which means that we are serious about creating an inclusive environment that accepts each individual’s differences, embraces their strengths and provides opportunities for all colleagues to achieve their full
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