Administrative & Proposal Support Assistant

Overview

Administrative & Proposal Support Assistant Jobs in Stellenbosch, Western Cape, South Africa at GWIC

Title: Administrative & Proposal Support Assistant

Company: GWIC

Location: Stellenbosch, Western Cape, South Africa

About the job

GWIC is looking for an Administrative & Proposal Support Assistant to join our growing team in Stellenbosch, Western Cape, supporting our administrative, commercial and Business Development activities in South Africa, Southern Africa and across GWIC’s international operations.

We are looking for a highly organised, detail-oriented and proactive professional with excellent document management, formatting and communication skills. The successful candidate will play an important role in supporting the preparation of Expressions of Interest, tenders, technical proposals, prequalification submissions and other commercial and corporate documentation.

The position will be based full-time at our Stellenbosch office and will involve regular interaction with GWIC teams and partners across South Africa, Botswana, Mozambique, Portugal and other international markets.

Key Responsibilities

The successful candidate will support the team with, among other tasks:

• General administrative and organisational support to the Stellenbosch office and GWIC’s Southern Africa team;
• Organisation and maintenance of digital files, correspondence, proposals, contracts, project records and corporate documentation;
• Formatting and standardisation of experts’ CVs in accordance with client, tender and donor requirements;
• Formatting and professional presentation of Expressions of Interest, technical proposals, reports, presentations and corporate documents;
• Administrative support throughout the preparation, coordination and submission of EOIs, tenders, prequalifications and technical proposals;
• Reviewing tender requirements and preparing submission checklists, compliance matrices and document registers;
• Compiling administrative, legal and corporate documentation required for tender submissions;
• Ensuring that company registrations, certificates, declarations, professional registrations, powers of attorney and other credentials are valid, updated, properly filed and readily available;
• Monitoring expiry dates and coordinating the timely renewal of relevant corporate and professional documentation;
• Maintaining and updating databases of CVs, project references, company experience, certificates, credentials and tender documentation;
• Supporting registrations and submissions through South African, regional and international procurement platforms;
• Registration, organisation and filing of incoming and outgoing commercial correspondence;
• Supporting the Business Development team with the administrative follow-up of opportunities, clients, partners and proposals;
• Supporting the preparation of documentation requested by clients, public authorities, development finance institutions and project partners;
• Supporting the administrative coordination of GWIC’s ongoing and prospective assignments in South Africa and the wider Southern African region;
• Liaising, where required, with GWIC’s international offices in relation to corporate documents, project references, CVs and proposal inputs;
• Ensuring consistent document formatting, naming, version control, filing and archiving in accordance with GWIC’s internal procedures and quality standards.

Candidate Profile

We welcome candidates with academic backgrounds in areas such as:

• Engineering;
• Architecture;
• Business Administration or Management;
• Economics;
• International Relations;
• Public Administration;
• Communication;
• Project Management; or
• Other relevant fields.

The ideal candidate should demonstrate:

• Excellent organisational skills and exceptional attention to detail;
• Strong command of Microsoft Word, Excel, PowerPoint, Outlook and Microsoft Teams;
• Excellent document formatting and professional presentation skills;
• Ability to understand, structure and organise complex technical, commercial and administrative documentation;
• Excellent written and verbal communication skills in English;
• Ability to manage several assignments, documents and deadlines simultaneously;
• Strong sense of responsibility, discretion and confidentiality;
• A proactive, hands-on attitude and willingness to take ownership of assigned tasks;
• Ability to work effectively with multidisciplinary and international teams;
• Ability to work independently while maintaining close coordination with colleagues in different offices and time zones.

Knowledge of Afrikaans will be considered an advantage.

Knowledge of Portuguese and/or Spanish will also be considered a strong advantage, given GWIC’s international operations and regular interaction with teams and partners across Africa, Europe and Latin America.

Additional Advantages

Previous experience or knowledge in any of the following areas will be highly valued:

• Preparation of Expressions of Interest, tenders, prequalification submissions and technical proposals;
• Engineering, architecture, infrastructure, project management or consulting companies;
• South African public procurement and tender submission processes;
• Infrastructure, housing, water, transport, energy, urban development or other built-environment projects;
• Projects and business development activities across South Africa, Botswana and the wider SADC region;
• Procurement portals, supplier databases and electronic tender submission platforms;
• Projects financed by multilateral development banks, development finance institutions and international organisations;
• Familiarity with the procurement procedures and guidelines of institutions such as the World Bank, African Development Bank, Development Bank of Southern Africa, European Investment Bank and other multilateral organisations;
• Experience working with TORs, RFPs, RFQs, EOIs, procurement notices and tender documentation;
• Familiarity with South African public-sector institutions, municipalities, state-owned entities and administrative requirements;
• Familiarity with professional and company registrations relevant to the South African built-environment and consulting sectors;
• Experience in document control, quality management systems or project administration.

What We Offer

The opportunity to join a growing international engineering, project management and consulting group and become part of GWIC’s expanding presence in Southern Africa.

Based in Stellenbosch, the successful candidate will work closely with GWIC’s South African leadership and international teams, supporting projects and business opportunities across South Africa, Botswana and other regional and international markets.

The role provides direct exposure to:

• International and South African tenders;
• Major infrastructure, housing and development programmes;
• Public-sector and privately funded projects;
• Multidisciplinary engineering and project-management teams;
• Assignments financed by governments, development banks and international institutions;
• Business Development and strategic expansion activities across Southern Africa.

This is an excellent opportunity for someone seeking to develop a career at the intersection of international consulting, infrastructure, proposal management, procurement and project support, within a dynamic and expanding organisation.

Location: Stellenbosch, Western Cape, South Africa

Working arrangement: Full-time, office-based