Tendering Specialist

Role Overview

Swan Global is expanding its tendering function to support major government, semi-government, and private sector manpower and outsourcing contracts. The Tender Specialist will play a critical role in preparing compliant tender submissions, managing client documentation, handling contract administration, and maintaining accurate client-specific records. This role requires high attention to detail, strong coordination skills, and the ability to manage multiple deadlines simultaneously.

Key Responsibilities

1. Tender Preparation & Submission

• Monitor tender portals and procurement platforms to identify suitable opportunities.
• Conduct market research to understand industry trends, competitor landscape, customer needs, and pricing benchmarks.
• Analyze historical tenders and market data to identify strategic opportunities and competitive advantages.
• Study tender documents, RFPs, RFQs, and scope of work in detail and prepare accurate and compliant tender submissions.
• Coordinate with internal departments (Operations, Finance, HR, Legal, Recruitment) to gather required information.
• Prepare tender checklists, compliance matrices, pricing forms, technical proposals, and commercial submissions.
• Prepare cost estimates based on project requirements, scope of work, and resource planning.
• Conduct bidding comparisons by reviewing competitor pricing, specifications, value propositions, and previous tender outcomes.
• Evaluate competitive advantages and identify pricing or technical positioning strategies.
• Provide recommendations to enhance bid competitiveness and win probability.
• Manage online tender portals (ONS, Manateq, Ashghal, Lusail, KAHRAMAA, QatarEnergy, etc.).
• Ensure all submissions meet deadlines with zero errors.

2. Client Documentation & Record Management

• Maintain updated documentation required by clients: company profiles, organograms, financials, certificates, HSE documents, Qatar Energy approval documents, etc.
• Keep track of expiry dates of certificates, CR, QID, contracts, insurance, and other mandatory documents.
• Ensure accurate filing and digital record keeping for audits and client requests.

3. Contract Administration

• Review contract terms and conditions and coordinate with the legal team for risk assessment.
• Prepare contract drafts, renewal trackers, annexures, SLA documentation, and client-specific agreements.
• Track contract lifecycle: signing, renewals, variations, amendments, and closures.
• Maintain accurate and secure client contract archives.

4. Cross-Functional Coordination

• Work closely with Sales, Operations, Recruitment, Finance, and Legal to align tender requirements with Swan Global’s capabilities.
• Support the sales team with documentation during client onboarding and pre-qualification processes.
• Coordinate with management for approvals and strategic decisions related to tender participation.

5. Compliance & Quality Assurance

• Ensure all tender submissions meet statutory requirements, client specifications, and Swan Global’s internal standards.
• Maintain up-to-date knowledge of tendering regulations, compliance norms, and sector-specific requirements (Oil & Gas, Facilities Management, Hospitality, Construction, IT, etc.).
• Conduct periodic audits of documentation and contracts.

Key Performance Indicators (KPIs)

• Number of tenders submitted per month.
• Submission accuracy and zero non-compliance errors.
• Win ratio / conversion rate.
• Timeliness and completeness of documentation.
• Contract renewal and documentation accuracy rates.

Professional Experience

• 5-7 years of experience in Tendering, Bids Management, Pre-Qualification, or Contract Administration in Qatar.
• Experience in manpower, outsourcing, facilities management, oil & gas, or service contracting industries preferred.
• Strong understanding of Qatar tender portals, client documentation, and compliance requirements.

Skills & Competencies

• Excellent written and verbal communication skills.
• High attention to detail and strong documentation skills.
• Ability to interpret tender specifications, contracts, and compliance documents.
• Strong organizational and planning abilities.
• Skilled in MS Office (Excel, Word, PowerPoint), PDFs, and documentation management.
• Ability to multitask and work under timeline pressure.

Education

• Bachelor’s degree in business administration, Commerce, or any related field.
• Additional certifications in Contracts, Procurement, or Tendering (preferred but optional).

What We Offer

• Competitive salary
• Opportunity to work on high-value tenders and strategic client contracts.
• Growth path into Senior Tender Specialist / Contracts Executive roles.
• A structured and collaborative work environment aligned with Swan Global’s expansion journey.