Felicity Mathlodi Sibande

Duties and Responsibilities

· Scrum Master Duties and uploading of Tasks on the Task Board (Azure DevOps)

· Assisting in managing Software testers

· Software Testing and test script (UAT) creation

· Project Reports update

· Project Plan update

· Training and UAT facilitation

· Training Manual Design

· Report directly to the Project Manager

· Pro-actively assist the Project Manager in his or her operational projects management tasks

· Maintain and update the project plan

· Maintain project documentation

· Track and report project status

· Create and maintain the information platform and project documentation site

· Schedule, organize and plan project meetings, take minutes, and prepare presentations for reporting

· On-board new project team members

· Generate progress reports for managers and for the client

· Provide updates to communications team/department with project plans/milestones and news

· Assist the Project Manager with new requirements, estimations, resource planning, and pipeline management

· Resource management and recruitment

· Making sure that the new recruitment is taken through induction training

Knowledge and Skills

· Ability to understand and interpret business needs and requirements with the ability to move concepts through to proposal and finally successful implementation

· Excellent interpersonal and organizational skills with ability to communicate effectively (both verbally and written) with both technical and non-technical colleagues / users

· Great organizing skills and deadline driven

· Strict task master

· Ability to work as part of a team, inter dependent as well as independently

· Submit deliverables on time and in excellent quality

· High stress tolerance levels

· Flexibility to take up different tasks in the project

· Ability and willingness to coach and give training to colleagues and users when required

· Proficient in Microsoft Office software especially Excel and Access

Duties and Responsibilities

● Contract management and NDA drafting

● Management of tender process, i.e. from collection of an advertised tender to submission thereof

● Downloading and scanning of advertised tenders

● Preparing the Report for the Bid Qualification meetings

● Preparing the Sales Report for the Tenders submitted

● Organising the Bid Qualification meetings

● Chairing the Bid Qualification meetings

● Preparing the Proposal Plan with timelines and roles and responsibilities

● Preparing the response template for Technical and Financial proposals

● Attending tender briefing sessions

● Filling up of tender forms with required company information

● Collection of all mandatory statutory documents from various departments

● Submission Files Preparation

● Printing

● Registering of bid projects with the bid committee

● Document Management - Electronic & Manual filing of all tender docs

● Ensuring all documentation is in a centralized repository and filed

● Arranging for submission of the tender on time

● Following up on the status of the submitted tenders

● Tender Packaging: Submit Tender- ensure that the tender deadline has been met

● Supplier/Vendor Database Registration

● CVs Formatting

● Reading and Understanding the requirements need for the Bid

● Managing a Bid Administrator on a Project

● Conducting Interviews

● End to End Bid Management Processing

● Project Management

● Formatting and Editing of Technical Responses

● Schedule, organize and plan Tender meetings, take minutes, and note actions

● Provide news and tender updates to communications team

KEY RESPONSIBILITIES:

· Assist with managing, coordinating, and producing proposals within defined timelines

· Review bid request documents and determine what should be included in response to customer solicitations

· Help organize and lead a proposal team consisting of internal personnel and partners

· Provide interface between customer, proposal team and corporate leadership

· Prepare strategy/approach, schedule/track proposal events and assign proposal tasks to team members

· Identify risks associated with opportunity/proposal and develop mitigation actions/approaches

· Assemble, review, edit proposal inputs from a variety of stakeholders

· Identify gaps in proposal requirements and work with team to address gaps for a compliant response  Deliver compliant, professionally produced proposals

· Respond to customer inquiries and requests regarding technical publications

6. KEY RESPONSIBILITIES:

The Bid Administrator is accountable and responsible for the following:

· Leads Identification on the newspapers, identified websites and subscriptions.

· Preparation of the Leads Qualification Spreadsheet with Leads Identified Report, Bids in Progress Report and Compulsory Briefing Sessions Report.

· Setting-up of the Compulsory Briefing Sessions/Site Visits Reminders to the Opportunity Owners’ calendars.

· Organizing the original tender document (downloading, purchase and collection thereof).

· Minute-taking and voice recording of the Leads Qualification meetings.

· White Board update with Current Bids, Briefing Sessions and Database Registration.

· Organising the delivery of Bids with Opportunity Owner and the Driver.

· Minute-taking and voice recording of the Bid Kick-offs meetings.

· Preparation of the files, sub-dividers, envelopes labels, CD labels, cover letter and Resolution of Board of Directors. (Ensuring the correct signatures are reflected timeously).

· Organise all the statutory company documents requested for all tender submission.

· Completion of the SBD Forms with correct company information and organizing the authorized signatory to sign.

· Preparation of Bid Delivery Notes and Bid Opening Forms.

· Printing and Packaging of the Final Submission.

· Completion and submission of the identified Database/Supplier/Vendor Registration as and when requested.

· Keeping a record of the Database Registrations, to be sent to Bid Manager bi-monthly.

· Company Documents - always have certified copies readily available.

· Tax Clearance Certificates – make sure that we always have the originals.

· Making sure Bid Office Stationery is adequate and ordered on time.

· Ensure submission of tenders to correct addresses at the correct times.

· Creation of the Project on Qorus.

· Formatting the CV into correct CV template.

· Formatting of the final responses when the Bid Administrator has completed the Admin part of the tender (This would apply for Senior Bid Administrators/Junior Bid Managers)

· Take instructions from Bid Managers even if you don’t report to them.

· Bid Administrators should assist clients (BDMs, Senior Management and other Office Staff etc .) when and as required to do so courteously.

Key Performance Indicators

• Finding leads
• Delivery
• Timeous delivery (Tender documentation)
• Punctuality (submitting of timesheets, meeting bid deadlines, attending meetings)
• Development
• Self-development
• Career path development/succession planning
• Value add activities

o Going the extra mile and showing initiative

o Coming up with new ideas

Duties and Responsibilities

• Answering the phone
• Boardroom bookings
• Meeting preparations
• Stationery Ordering
• Office Groceries Ordering
• Responsible for the Driver and Office cleaner
• Keeping of Records
• Taking of Minutes for Board Meetings

Duties and responsibilities: Country Tracing Advisor (South Africa)

· Dealing with traces, outbound call to shipper and receivers

· Networking with DHL branches, departments, gateways when more information is required

· Supply prompt reply to customer queries within 2 hours

· Ensuring effective parcel delivery and times and inform customers

· Solving all queries regarding tracking and tracing of parcels i.e. delivery time, pod’s and lost shipments

· Assisting client or customer wherever necessary Clearance delays (inbound and outbound)

· Explaining the clearance procedure, restrictions of other countries to the customer

· Solving all queries, and escalating all unresolved queries to the supervisor

· Admin work including filling

Duties and responsibilities: Secondi in Charge (Internship Programme) Acting

· Assist with customer escalations and ensure that the problem is resolved and to the customer’s satisfaction

· Adhere to all commitments made to the customer including follow up times and actions

· Absence and punctuality monitoring

· Ensure team members adhere to scheduled breaks

· Notify management of any issues affecting KPI performance – e.g. High call volumes or delays in imports – to ensure that no KPI’s are missed

· Charring/Minute Taking at team meetings

· Provide support and advise to team members when requested, particularly the new team members

· Identify training and coaching issues within the team and flag up to a supervisor/manager for action

· Buddy up with new members in the team.

Duties and Responsibilities:

• Assisting clients with booking of shipments for collection
• Assisting with tracking and tracing of shipments
• Selling TDD’s, TDI’s and Insurance
• Giving advice to clients on different destinations, clearance procedures
• Quote both cash and account clients. Give 10% discount to cash clients to ensure that we gain a sale.