A Tendering Officer’s responsibilities will include:
1. Tender Preparation and Submission:
Identify and review tender opportunities from various sources.
Analyze tender documents, including instructions, conditions, and requirements.
Coordinate with internal departments to gather necessary information and inputs for tender preparation.
Develop and write proposals, ensuring compliance with client requirements and company standards.
Ensure timely submission of tender documents, including necessary attachments and forms.
2. Cost Estimation and Budgeting:
Prepare cost estimates and budgets for tenders in coordination with finance and other relevant departments.
Analyze cost implications and provide recommendations for competitive pricing.
Assist in developing pricing strategies to maximize profitability.
3. Vendor and Stakeholder Management:
Liaise with suppliers and subcontractors to obtain quotations and necessary documents.
Maintain good relationships with clients, suppliers, and other stakeholders.
Respond to client queries and clarifications regarding submitted tenders.
4. Documentation and Record Keeping:
Maintain accurate records of all tender submissions, including correspondence and feedback.
Update and manage tendering databases and documentation systems.
Ensure all documentation is in compliance with legal and regulatory requirements.
5. Compliance and Risk Management:
Ensure all tender documents comply with relevant legislation and regulations.
Identify and assess risks associated with tender submissions and provide mitigation strategies.
Monitor changes in tender regulations and update processes accordingly.
6. Post-Tender Activities:
Follow up on submitted tenders to ascertain the outcome.
Participate in post-tender negotiations and discussions as required.
Prepare and present reports on tender outcomes and performance metrics.
Qualifications/Knowledge/Skills/Experience
Bachelor’s degree in Business Administration, Procurement, Supply Chain Management, or a related field.
Proven experience in tendering, procurement, or contract management.
Strong analytical and problem-solving skills.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) or Google Workspace.
Detail-oriented with strong organizational and time management skills.
Ability to work under pressure and meet tight deadlines.
Knowledge of relevant legislation and regulatory requirements.
Experience in tendering and management of Government projects is an added advantage.
Working Conditions & Performance Metrics:
Office-based with occasional travel to client sites and supplier locations.
May require extended hours to meet tender submission deadlines.
Performance Metrics:
Number and value of successful tenders.
Accuracy and completeness of tender submissions.
Timeliness of tender preparation and submission.
Client and stakeholder satisfaction.
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