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Back Office Assistant
2 weeks ago
Job Title: Back Office / Tender Executive
Job Summary:
The Back Office / Tender Executive is responsible for managing and coordinating all tender-related activities, ensuring the smooth and efficient operation of the back office, and providing administrative support to various departments. This role requires attention to detail, excellent organizational skills, and the ability to work under pressure to meet deadlines.
Key Responsibilities:
**Tender Management**:
- **Tender Identification**:
- Research and identify potential tender opportunities relevant to the organization.
- Maintain a database of tender opportunities and deadlines.
- **Documentation Preparation**:
- Prepare and compile all necessary documents required for tender submissions, including financial statements, company profiles, and project references.
- Ensure all tender documents are accurate, complete, and compliant with the tender requirements.
- **Submission Process**:
- Coordinate the submission process, including electronic and hard copy submissions.
- Track tender submission deadlines and ensure timely delivery.
- **Communication**:
- Liaise with clients, vendors, and internal departments to gather information and clarify tender requirements.
- Respond to queries and requests for information from stakeholders regarding tender submissions.
**Additional Responsibilities**:
- **Continuous Improvement**:
- Identify opportunities for process improvements and implement changes to enhance efficiency.
- Stay updated with industry trends and best practices in tender management and back office operations.
- **Training and Development**:
- Assist in training new staff on tender processes and back office procedures.
- Participate in professional development opportunities to enhance skills and knowledge.
Qualifications:
- Bachelor's degree in Business Administration, Commerce, or a related field.
- Proven experience in tender management and/or back office support.
- Strong organizational and multitasking skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Ability to work under pressure and meet tight deadlines.
- Attention to detail and a high level of accuracy.
Preferred Skills:
- Familiarity with procurement and tendering processes in the industry.
- Experience with ERP or tender management software.
- Knowledge of industry-specific regulations and compliance requirements.
Work Environment:
- Office-based with occasional travel for meetings and tender submissions.
- Standard office hours, with flexibility required during peak tender periods.
Schedule:
- Day shift
**Education**:
- Bachelor's (preferred)
**Experience**:
- total work: 1 year (preferred)
**Language**:
- English (preferred)
Work Location: In person
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