Job Description

Job Summary:

The Assistant Tenders Secretary will report to the Contract Coordinator/Tenders Secretary. The incumbent must assist with the analysis and coordination of the administrative, technical, and commercial aspects of the Tendering and Contract process.

The Assistant Tenders Secretary is also required to assist with the efficient and compliant execution of all tendering activities according to public procurement standards and regulations and assist with tracking status and execution against project deadlines.

Key Deliverables:

1. Service Delivery:

Assist with the development and implementation of all rules and procedures governing tenders and contracts;

Assists in the tender process from the pre-qualification stage through to the final bid submission, award of contract and closeout;

Assists in the preparation of Request for Proposals (RFPs/RFT) and other tender documents;

Collates and checks documentation within the tendering and contract process;

Serves as an adjunct Tenders Secretary to assigned Tenders and Evaluation committees; and

Ensures the delivery of approved Procurement related SLAs.

2. Procurement Policy Compliance:

Ensures compliance with all legislative, regulatory and Caribbean Airlines policy requirements.

3. Reporting:

Ensure the delivery of accurate and timely reports, to support effective data analysis and decision-making.

Assist in the preparation of evaluation reports and other corresponding documents in accordance with standard templates for approval and sign off; and

Assist with the preparation of regular status reports on tenders and evaluation activities

Compliance always with the company's Procurement Plan, Contracts Management Policy, Asset Disposal Policy, Complaints and Requests for Service Policy and all such other policy decisions that the appointed Authority or the CEO may make.

4. Customer Service:

Capitalizes on opportunities to exceed the expectations of internal customers by placing a keen interest on

understanding and effectively requests in a professional and result-oriented manner.

5. Communication:

Possesses a high standard of written and oral communication skills; and

Provides timely and effective feedback to the internal customer and procurement managers.

Requirements

Must have a Diploma in Procurement and Supply Chain or a vocationally related qualification.

At least 3 - 5 years of experience in managing RFI and RFP procedures in a State Enterprise.

Have proven experience as a Procurement Specialist, Buyer, Contract Officer or Inventory Analyst. Your ability to use SAP, MS Excel, MS Word, and MS Outlook are essential to the role.

Demonstrate strong written communication abilities, proficiency in analyzing financial data, and strong project management skills.

Should be actively interested in the day-to-day activities in Contractor and Consultancy field with a keen interest in learning.

Must be able to work in a fast-paced, deadline-driven environment. You must be able to engage and influence your internal customers and drive solutions where possible.