Terms of Reference (TOR)

Tender Executive

1. Background

Grand Technology Resources is a systems integrator specializing in Systems integration, system development, Data-centre Solutions, Cybersecurity, Biometrics Solutions, operating across Afghanistan and the UAE.

To strengthen our bidding capabilities, we are hiring a Tender Executive to manage the end-to-end tendering process, ensuring timely, compliant, and competitive submissions.

2. Objective

The Tender Executive is responsible for managing the preparation, compilation, and submission of tenders, proposals, and bids in line with client requirements and company objectives.

3. Scope of Work

The Tender Executive will:

• Tender Management:
• Search, identify, and monitor new tender opportunities (public and private sector).
• Study tender documents (RFPs, RFQs, ITTs) carefully and prepare compliance matrices.
• Lead the preparation of pre-qualification documents, bids, and proposals.
• Coordinate with internal teams (technical, finance, legal, procurement) to collect and consolidate inputs.
• Documentation and Submission:
• Ensure tender submissions are accurate, complete, and aligned with client specifications.
• Format, compile, and organize technical and financial documents professionally.
• Manage submission logistics (online portals, courier, physical delivery).
• Coordination:
• Arrange kick-off meetings and regular updates during tender preparation.
• Maintain a schedule of ongoing tenders and submission deadlines.
• Communicate with clients or procurement departments to seek clarifications and attend pre-bid meetings if necessary.
• Compliance and Risk Management:
• Ensure all bids comply with corporate governance, client requirements, and industry standards.
• Highlight and escalate contractual risks during tender reviews.
• Reporting:
• Maintain a database of submitted tenders, outcomes, and feedback for continuous improvement.
• Generate weekly/monthly reports on tendering activities and success rates.

4. Deliverables

• Complete and timely submission of all tender bids.
• Tender compliance matrix for each opportunity.
• Internal reports on tender status and outcomes.
• Organized database of tender documentation.

5. Reporting Line

The Tender Executive will report directly to the, Business Development Manager, or Chief Business Development Officer.

6. Qualifications and Skills

• Bachelor’s degree in Business Administration, Engineering, Procurement, or related fields.
• At least 5 years of experience in tender management, procurement, contracts, or business development.
• Strong understanding of tendering procedures (especially government and international organizations if applicable).
• Excellent written and verbal communication skills in English and Arabic language is a plus.
• Strong attention to detail, organization, and time management skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint); knowledge of tender portals/platforms is a plus.

7. Duration

Full-time, with one-year renewable contract

8. Location

GTR Dubai Office.

Job Type: Full-time

Education:

• Bachelor's (Preferred)

Experience:

• Tender: 1 year (Preferred)