Under the responsibility of the Tendering Administrator, you take part to the Tendering Department missions: prepare and compile prequalification and tenders submission documents in relation to Maintenance, Maintenance Engineering & Inspection, and Power Plant activities.
Tasks to be carried out autonomously :
Log in all incoming Invitation To Tender (ITT), Invitation To Prequalification (ITP) in to Logbook and assign Quality Reference Number.
Update logbook (except financial information)
Create correspondent folders into Outlook and on to the Server
Print the said ITTs and ITPs and prepare binder
Assist on the preparation of the replies to ITTs & ITPs by creating templates.
Assist on the follow-up during reply process with other departments involved like HR, L&T, HSE, QA, Finance…
Assist on the consolidation of the final reply documents sent to the client: Administrative, Technical & Commercial Offer and ITP dossiers, in compliance with the submission instructions (electronic, paper or portal)
Communicate all notifications received from Client to concerned people and follow-up (extension, requests for clarifications etc).
Manage and update Documents Library when required
Schedule all reminders in Tendering Calendar (ITT/ITP submissions, replies to clarifications, FoA, deadlines for clarifications etc.)
Assist on all other relevant administrative tasks of the Department that may arise and when required
Collective and shared missions:
Filter and prepare work experiences based on the SOW
Prepare Responsibility Matrix if necessary and update
Update Reference List
Handle the contract/ Review process for awarded contracts
University degree – HND, Licence
Minimum 2 years of professional experience in the administration field, ideally in the energy sector
Able to respect deadlines and work under pressure
Advanced knowledge of Word
Proficient with Outlook
English NATIVE speaker level – BRIGHT Test level 4/5
Good writing skills