Job Reference Code:COM-17-001Summary of Functions:
Assists in preparation of bids and ensures conformity to tender requirements.
Responsible for compiling data for preparing estimates; examining performance requirements, delivery schedules, estimates cost of materials, equipment, and production to ensure completeness and accuracy.
Assists in building pricing spreadsheet models and in the preparation of pricing charts.
Drafting required documents to accomplish proper contract administration, and answering Management queries.
Assists in maintaining conformed copies of tender documentation within organizational responsibility.
Advises relevant departments on documentation for company projects as per contractual obligations. Works closely with the respective departments to implement and ensure the fulfillment of contracts needs.
Assists in providing business advice and guidance to others on contracting work and prepare correspondence that supports contractual actions and recommendations.
Review project plans to assure performance is measured against plans.
Collate and compute weekly, monthly, quarterly and annual data on contracts quotes and actual spend.
Bid Preparation, Submission and Reporting- Liaising between the company and NIPEX, Client or other relevant bodies on project bids, applications and tender in the upstream sector of the industry.
Ensure that all proposals/applications submitted to NIPEX, Client or other relevant bodies are in compliance with statutory requirements and are submitted as at when due to the relevant agencies.
Manage and update the sales order database, sales pipeline, project cost tracking sheet, sales order tracker report and prospects database
Prepares and processes sales orders and submits for invoicing within 48hours of project(s) demobilization or 48hours of month end for recurring projects and that the information is correct and accurate.
Ensure timely collection and submission of daily and or monthly progress reports.
Follow up to ensure purchase orders and contracts are received and duly filed in defined folders
Manage the file management system, control of records and document control processes
Coordinate the completion, issuance, filing and archiving of mobilization/demobilization forms and acknowledgement
Liaise with internal departments to ensure sales requests are followed up and required services are completed in timeframes acceptable to the customer
Maintaining and expanding good relationships with existing customers
Reports- Generate and or updates required meeting notes i.e. departmental and other meetings as required.
Completing administrative work, as required. Manages the department’s office stationeries and equipment; make requisitions for new or additional stationeries and equipment as appropriate.
Performs other duties as assigned or required.
Educational Qualifications:A good university first degree is requiredExperience Required:0-2 yearsSkills/Qualifications Required:
Good Communication and Presentation Skills
Good Business Writing & Reporting Skills
Good Relational and Interpersonal Skills.
Good Team Spirit and Problem Solving Skills
Strong Quantitative Skills i.e. Statistics & Data Analysis Skills
Good Reasoning skills; Multi-tasking & Organizational Skills
Good Analytical Skills
Good Time Management Skills
Exhibits Initiative and Proactive
Proficient in the use of Microsoft Office Tools
Client Relationship Management
Quality control—the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
Safety and security—the individual actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.
Document Control – Reviewing and keeping records of transaction of sale and purchase goods and services
Physical Demands:Regular use of the telephone and e-mail for communication is essential. Sitting for extended periods is common. Hearing, vision and speaking within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect documents.No heavy lifting is expected. Exertion of up to 10 lbs. of force occasionally may be required. Good manual dexterity for the use of common office equipment such as computers, calculator, copiers, and FAX machines.Work Environment:The job is performed indoors in a traditional office setting. Activities include extended periods of sitting occasional fast paced events and extensive work at a computer monitor and/or calculator.
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