Tender Documentation Coordinator

BBA;

MBA;

Minimum 2 years

Tender Preparation & Submission:

• Coordinate the end-to-end process of preparing and compiling tender documentation.
• Analyze RFP/RFQ requirements and ensure all criteria are addressed.
• Collaborate with relevant departments finance, legal, technical to gather required documents and inputs.
• Draft standard sections of proposals company profile, compliance documents, project experience, etc.

Compliance & Quality Assurance:

• Ensure all tender submissions are fully compliant with client requirements and regulations.
• Maintain version control and ensure consistency in formatting, branding, and content.
• Review all documents for completeness, accuracy, and professional presentation.

Documentation Management:

• Maintain an organized database of past and current tenders, proposals, and supporting documents.
• Keep updated records of supplier/contractor registrations and prequalification documentation.
• Track deadlines and tender schedules using tracking tools or software.

Stakeholder Coordination:

• Communicate and follow up with internal departments and external partners for timely documentation.
• Assist in the preparation of presentations and tender clarifications as required.
• Attend pre-bid meetings, site visits, or tender briefings when required.

Key Performance Indicators KPIs

• of tenders submitted on or before deadline
• Number of compliant submissions vs disqualified bids
• Win rate of submitted tenders
• Internal stakeholder satisfaction with support provided
• Accuracy and completeness of document submissions

Required Skills and Knowledge

• Excellent organizational and time management skills
• Strong written and verbal communication
• High attention to detail and accuracy
• Ability to handle multiple tenders under tight deadlines
• Familiarity with government and private sector tendering processes
• Proficient in MS Office Word, Excel, Outlook and document formatting