JOB SUMMARY

The main mandate of this position is to administer the overall tendering process function in accordance with SSGC prescribed policies & procedures and PPRA Rules & Regulations. The incumbent is also responsible to ensure that the tendering process is carried out in an efficient & transparent manner by maintaining proper records & service standards of the organization.

JOB RESPONSIBILITIES

1. Administer the data and documents related to tendering processing including overseeing the collection, organization, and maintenance of all relevant records.
Ensure that the data and documents are accurate, complete, and easily accessible when needed.
2. Supervise and monitor the tender issuance and administration process.
This includes overseeing the preparation and issuance of tender documents, ensuring that all relevant documents are included, and verifying their completeness and consistency. 
3. Responsible for fostering effective coordination and collaboration with other departments within the organization.
This includes establishing and maintaining positive working relationships, facilitating communication, and promoting cross-functional cooperation.
4. Provide administrative support to the procurement department, including managing correspondence, filing systems, and document control.
Assist in maintaining and updating departmental policies, procedures, and standard operating manuals.
5. Coordinate office supplies and equipment procurement, ensuring an adequate supply is maintained and arranging for repairs or replacements as needed.
Manage vendor relationships and negotiate service agreements for office supplies, equipment, and maintenance services.
6. Coordinate and schedule meetings, appointments, and conference calls for the procurement department.
Arrange meeting logistics, including room booking, audiovisual set-up, and catering, as required.
7. Prepare meeting materials, presentations, and reports, and distribute to attendees in a timely manner.
Assist in coordinating departmental events, such as workshops, training sessions, or team-building activities.
8. Lead and ensure effective coordination of Tendering/Admin/RM function with other departments of the organization: 
9. Comply with the risk management framework.
10. Participate actively in risk management activities across the organization.
11. Ensure that key risks are identified, reported, recorded, and managed in a timely manner.
12. Receive appropriate training in risk management.
13. Undertake any other assignment as instructed by immediate supervisor.
Undertake any other assignment as instructed by the immediate supervisor.