▪ Monitors the tender submission process for formatting, completeness, consistency, and compliance.
▪ Assists in the management of data related to the tendering process and prepares tenders and standardized tender templates and documentation.
▪ Prepares initial tender documentation and coordinate obtaining the required approvals and maintains a list of qualified vendors, especially as related to planned tenders.
▪ Compilation of various input to create a more complete tender proposal, monitoring deadlines, coordinate the technical and commercial evaluation and contract negotiation.
▪ Liaises with the User Department on an ongoing basis with respect to Tender requirements and Tender status.
▪ Corresponds with vendors in conjunction with the tender process as required, ie, non-disclosure agreements, confirmation of interest, etc.
▪ Assists in preparation and/or review of Tender Documentation Packages comprising of Instructions to Bidders, Contract Form, General Terms Conditions, Bid Forms, etc.
▪ Assemble and maintain internal Procurement documentation relating to the tendering process, including recording management approval relating to tendering and contracting actions.
▪ Maintains tender files and arranges their archiving upon Tender completion.
▪ Prepares Tenders status reports and expected timelines on a regular basis and when requested.
▪ Prepares correspondences to internal departments, bidders and contractors.
▪ Follow through successful acquisitions to completion ensures the completeness and accuracy of contracts, including monitoring all related liabilities and third party contracts.
▪ Stays abreast of and communicates any changes in contractual requirements.
▪ Ensures tenders are accurately and timeously articulated and prepares return documentation to Supplier.
▪ Re-orders as necessary to maintain optimum supply levels.
▪ Tracks the status of all tenders and acknowledgement of tenders by Suppliers and customers to be informed.
▪ Undertakes filing as required to maintain accurate and accessible records.
▪ Arranges and attend meetings as instructed. Take meeting notes/minutes if necessary.
▪ Prepares and communicates shortage and backlog monthly and quarterly reports, and provides visibility of other potential interruptions to customers and for executive management meetings.
▪ Builds and maintains positive working relationships with co-workers, other agency employees and the public using principles of good customer service.
▪ Employee may be assigned other duties, in addition to, or in lieu of those described above, according to the needs of the location or Company.
▪ Complies with all “The company” procedures applicable to the job function.
▪ Responsible for the implementation, development and maintenance of the applicable “The company” Management Systems as defined in the “The company” System documents.
Requirements
3 Years related tenders experience in a related field.
▪ Experience in Tender processes - RFI's, RFQ's and RFP's.
▪ Strong knowledge of local business practices and legal processes.
4. Professional Qualifications / Certifications
CIPP or CIPM or any in related field.
5. Academic Qualifications
▪ Diploma or above degree required.
6. Additional Requirements
▪ Excellent English Verbal and written is essential.
▪ Arabic desirable.
▪ Comprehensive knowledge of all applicable authorities.
▪ Valid Saudi driving licence.
▪ Working knowledge of industries division rules and regulations.
▪ Technical writing skills.
▪ Ability to maintain organised project tracking system.
▪ Comprehensive knowledge of personal computers and software packages, including specific knowledge of HTE, MS Word, Excel, PowerPoint, Access and procurement card software.
▪ Ability to establish & maintain effective working relationships with co-workers, supervisors and managers.
▪ Ability to interact effectively with suppliers and to operate tools and equipment.