Tendering Officer - Maritime & Shipping Cluster - OFCO

Job Purpose

This position is responsible for the accurate and on-time preparation of Requests for Quotations (RFQs)/Tenders. Responsible for the successful completion of the tendering process related to marine and logistics services. Handover of successfully awarded Tender /Enquiry to contracts department, upon securing reporting authority's approval, for implementation/execution of contract.

About the Maritime Cluster

AD Ports Group’s Maritime & Shipping Cluster is led by Noatum Maritime, a globally connected agile entity operating across multiple countries. With a fleet of over 250 vessels and decades of expertise, Noatum Maritime offers a diverse portfolio of services delivering “everything you need on the seas.”

Responsibilities

• Registration of RFQ/Tender to company's database for obtaining RQN Number.
• Filing of received RFQ/Tender documents on company's server.
• Circulation of RFQ/Tender summary to reporting authority/management.
• Identify along with the reporting authority/management the assets and services that will be included in the tender.
• Once reporting authority/management confirms participation in the RFQ/Tender and assets/services are identified, tendering officer shall circulate the tender documents to the concerned departments (Operations, HSE, Finance, insurance, contracts, legal and crewing) for completion in line with company's procedures.
• In the event that third party assets/services are part of the submission, tendering officer should circulate the respective tender /RFQ documents to the nominated subcontractors.
• In the event that tender /RFQ is regretted tendering officer shall inform the client on the same.
• During tender /RFQ preparation, Tendering officer along with the focal point from operations and its reporting authority shall make a gap/cost impact analysis on the assets/services included in the bid to identify additional costs related to the compliance with the tender/RFQ.
• Prior to submission of the bid, the tendering officer shall liaise internally with company's departments and/or subcontractors as well as with the client for any clarifications that may occur. Prior to sending the clarifications to the client, such clarifications requested and/or responses to received clarifications shall be reviewed by the reporting authority. All correspondence shall be filled in company's server.
• Prior to tender/RFQ submission commercial portion shall be discussed between reporting authority and management in order for a decision on the priced commercial to be made. The gap/cost impact analysis will be discussed at this stage.
• Prior to tender /RFQ submission contractual qualifications shall be discussed with reporting authority/management and contracts department in order to ensure risk mitigation.
• On receipt of all tender /RFQ documents, tendering officer shall review the received documents and ensure that are in line with client's submission guidelines.
• Tendering officer shall submit the bid in line with the given deadline from client.
• During post submission tendering stage, tendering officer shall ensure circulation of received clarifications from client, internally circulate them and/ or circulate them to subcontractors, obtain on-time response, discuss the response with the line manager and submit such response to client. All correspondence shall be saved on the company's server.
• On receipt of Letter of Award/ Client's confirmation, all information/correspondences/data that occurred during tendering stage shall be passed to contracts department for preparation of contract.
• Complete required prequalification documents with new clients.
• Maintain/update database of passwords to client portals.
• Maintain/Update local content Records (ICV, IKTVA, Tawteen etc).
• Regarding short term trip charters, tendering officer shall be able to calculate all voyage estimation factors such as fuel consumption, trip time, applicable dues (Canal, port charges etc), free time for loading/unloading under the supervision of reporting authority.
• Following the CRM/ERP process in terms of customer registration and RFQ generation for approval from reporting line.
• Maintaining database of third-party vessels/services.

Qualifications

• Bachelor’s Degree in a related field
• Minimum 5-years'relevant experience preferably in Logistics, Oilfield or Offshore Marine Industry

Required Skills

• Excellent Communication skills - both written and verbal
• Good network and contacts with key decisionmakers
• Proactiveness, ability to make quick decisions.
• Demonstrated analytical and methodical skills, attention to detail.
• Strong command of MS Office