Tendering Assistant

TENDER ASSISTANT

Objectives:

• Responsible for processing non-complex RFQs, and supply tenders.
• To provide administrative support to ensure efficient departmental operations.
• The ideal candidate is efficient, detail-oriented, and skilled in developing and maintaining workplace and customer relationships.

Main Responsibilities:

• Maintains physical and digital filing systems for all Tender and Contracts-related documents.
• Maintains all Tender and Contracts Databases.
• Maintain Registers for Incoming and outgoing correspondence and Telephone Directory.
• Maintain Registers for Tender Bonds and Manager’s Cheque (for Qatar and International).
• Prepare, in coordination with the Procurement Department, all K-tendering proposals.
• Manage K-tendering register.
• Prepare Tender Queries and respond to Post Tender Clarifications.
• Drafts and edits letters, reports, and other documents.
• Responds to emails and other digital queries and correspondence.
• Supplier and Vendor Registrations.
• Schedules appointments, signs for incoming packages, and assist clients and other visitors.
• Coordinate gate pass requirements for tender-related activities.
• Prepares meeting agendas and takes meeting minutes.
• Operates and maintains office equipment, including printers, copiers, and fax machines.
• Researches as requested and compiles and summarizes information for reports or presentations.
• Works closely with other departmental staff and supports other colleagues as needed.
• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Ensures that deadlines are met and adapts to changing priorities.

Planning and Organizing

• Administrative support and input into the development of multiple concurrent quotes/proposals/tenders (submissions) and contracts.
• Plan and manage own ongoing tasks and deliverables, as well as contributory efforts, prioritizing and reprioritizing as needed across multiple tenders.

Problem-Solving

• Identify and secure appropriate support from colleagues to develop and submit quotes/tenders/proposals as required.

Qualifications

General:

• Excellent communication and computer skills.
• Ability to maintain consistently high standards when performing routine, repetitive administrative tasks.
• Ability to manage a varied workload and work under pressure to produce high-quality outputs to tight deadlines with shifting priorities.
• Attention to detail with proofreading/editing and writing skills.
• Experience of bid/tender/proposal development (preferable).
• Some understanding of procurement strategies.

Educational:

Bachelor’s degree in business administration or engineering, or High School Diploma with relevant training, accompanied by at least 7 years of work experience in the field.

Work Experience:

At least 3 years of experience in a similar level role in the GCC.

Job Type: Full-time

Pay: From QAR2,500.00 per month

Work Location: In person