Job summary: The primary role(s) of the Tenders Specialist / Purshaure /Contract Specialist   is to ensures tenders are process from specified suppliers and are delivered upon agreed terms and conditions seeking maximum value for the company including agreed time and cost.

2. Main job responsibilities

▪ Monitors the tender submission process for formatting, completeness, consistency, and compliance.

▪ Assists in the management of data related to the tendering process and prepares tenders and standardized tender templates and documentation.

▪ Prepares initial tender documentation and coordinate obtaining the required approvals and maintains a list of qualified vendors, especially as related to planned tenders.

▪ Compilation of various input to create a more complete tender proposal, monitoring deadlines, coordinate the technical and commercial evaluation and contract negotiation.

▪ Liaises with the User Department on an ongoing basis with respect to Tender requirements and Tender status.

▪ Corresponds with vendors in conjunction with the tender process as required, ie, non-disclosure agreements, confirmation of interest, etc.

▪ Assists in preparation and/or review of Tender Documentation Packages comprising of Instructions to Bidders, Contract Form, General Terms Conditions, Bid Forms, etc.

▪ Assemble and maintain internal Procurement documentation relating to the tendering process, including recording management approval relating to tendering and contracting actions.

▪ Maintains tender files and arranges their archiving upon Tender completion.

▪ Prepares Tenders status reports and expected timelines on a regular basis and when requested.

▪ Prepares correspondences to internal departments, bidders and contractors.

▪ Follow through successful acquisitions to completion ensures the completeness and accuracy of contracts, including monitoring all related liabilities and third party contracts.

▪ Stays abreast of and communicates any changes in contractual requirements.

▪ Ensures tenders are accurately and timeously articulated and prepares return documentation to Supplier.

▪ Re-orders as necessary to maintain optimum supply levels.

▪ Tracks the status of all tenders and acknowledgement of tenders by Suppliers and customers to be informed.

▪ Undertakes filing as required to maintain accurate and accessible records.

▪ Arranges and attend meetings as instructed. Take meeting notes/minutes if necessary.

▪ Prepares and communicates shortage and backlog monthly and quarterly reports, and provides visibility of other potential interruptions to customers and for executive management meetings.

▪ Builds and maintains positive working relationships with co-workers, other agency employees and the public using principles of good customer service.

▪ Employee may be assigned other duties, in addition to, or in lieu of those described above, according to the needs of the location or Company.

▪ Complies with all “The company” procedures applicable to the job function.

▪ Responsible for the implementation, development and maintenance of the applicable “The company” Management Systems as defined in the “The company” System documents.