Tendering Specialist

Job Summary:

Manage and coordinate government, semi-government, and private sector bids and business opportunities by identifying, receiving, reviewing, and analyzing bid requirements, coordinating with relevant departments to prepare and review technical and financial proposals, and following up through submission, award, or closure, while ensuring compliance with applicable laws, regulations, and company policies.

Key Responsibilities:

1. Bid Monitoring & Receipt

• Monitor the company’s official email, Etimad platform, government and semi-government platforms, and private sector invitations to identify new bids and business opportunities.
• Receive and register requests and bids in the ERP system and assign a reference number to each request.
• Conduct an initial review to determine the scope of work, requirements, and submission timeline.

2. Bid Evaluation & Internal Coordination

• Review and analyze tender documents, specifications, and regulatory and commercial requirements.
• Prepare participation requirements, including bills of quantities, forms, and mandatory documents.
• Coordinate with Technical, Finance, Legal, and Human Resources departments to complete proposal requirements.
• Prepare and submit inquiries to the relevant entity or client and follow up on responses, updates, and circulars.
• Evaluate the feasibility of participation and submit recommendations to management regarding participation or withdrawal.

3. Proposal Preparation & Review

• Coordinate the preparation of technical and financial proposals with the relevant departments.
• Review pricing and ensure alignment with the scope of work and requirements.
• Review the final proposal and ensure that all letters, attachments, and supporting documents are complete and compliant with the requirements.

4. Approval & Negotiation

• Present bids, technical solutions, and pricing to management for approval of the participation decision and final price.
• Document approvals, comments, and decisions related to each bid.
• Manage and follow up on commercial negotiations with entities and clients regarding pricing, timelines, scope of work, and commercial terms.

5. Submission & Follow-up

• Submit technical and financial proposals through official platforms within the specified deadlines and maintain proof of submission.
• Send approved proposals to private sector clients and ensure that all required attachments are complete.
• Follow up on submitted bids and respond to inquiries, clarification requests, and additional requirements.
• Upon award, hand over the bid file to the Contracts Officer to complete the contractual procedures.

6. Closing & Archiving

• Create and maintain a complete file for each bid, including proposals, correspondence, attachments, and updates.
• Update the bid status in the ERP system based on the final outcome and document the reason for closure.
• Maintain records of any approved changes, agreements, or comments with the relevant entity or client.

7. Prequalification & Compliance

• Prepare prequalification and post-qualification requirements through Etimad and other relevant platforms.
• Ensure compliance with applicable government laws and regulations, as well as internal policies and procedures.
• Maintain and archive qualification and bid documents in accordance with approved procedures.

8. Reporting & Business Development

• Prepare a weekly management report covering received requests and bids, submitted proposals, results, and key comments and challenges by sector.
• Contribute to expanding the private sector client base and identifying and attracting new business opportunities.
• Perform any other duties within the scope of the position as assigned by the direct manager.

Qualifications, Experience & Technical Competencies:

• Bachelor’s degree in business administration or a related field.
• 3–5 years of experience in bid and tender management and the preparation of technical and financial proposals.
• Experience with government, semi-government, and private sector bids and tenders.
• Experience using Etimad, SAP Ariba, Oracle, or similar platforms.
• Knowledge of the Government Tenders and Procurement Law, its Implementing Regulations, and relevant commercial laws.
• Good understanding of tendering and contracting procedures across different sectors.
• Ability to prepare and review technical and financial proposals and conduct commercial negotiations.
• Proficiency in ERP systems and relevant electronic tendering platforms.