Assistant Manager - Tenders

JD for Assistant Manager - Tenders

Overview:
As a Tender Assistant Manager, you will play a key role in supporting the tendering process
for contracts and proposals. You will work closely with the Tender Manager to prepare,
evaluate, and submit tender documents, ensuring compliance with company policies, client
requirements, and industry standards. The ideal candidate shall have strong organizational
skills, attention to detail, and the ability to thrive in a fast-paced, deadline-driven environment.

Key Responsibilities:

1. Tender Preparation: Assist in the preparation of tender documents, including gathering
required information, drafting proposals, and organizing supporting documentation.

2. Bid Coordination: Coordinate with internal teams, external partners, and subcontractors
to gather input and develop comprehensive bids that meet client specifications and
requirements.

3. Compliance Review: Ensure that all tender submissions comply with company policies,
legal requirements, and industry standards, including data protection, ethical conduct, and
financial transparency.

4. Proposal Evaluation: Assist in the evaluation of tender responses, reviewing pricing,
technical specifications, and other relevant factors to assess suitability and
competitiveness.

5. Client Communication: Serve as a point of contact for clients during the tendering
process, responding to inquiries, providing clarification on bid requirements, and
addressing concerns as needed.

6. Documentation Management: Maintain accurate records of tender documents,
correspondence, and related materials, ensuring compliance with record-keeping
requirements and facilitating audit trails.

7. Deadline Management: Manage timelines and deadlines for tender submissions,
coordinating with internal stakeholders to ensure that all deliverables are completed on
time and according to schedule.

8. Continuous Improvement: Identify opportunities to streamline and improve the
tendering process, implementing best practices and tools to enhance efficiency and
effectiveness.

9. Reporting and Analysis: Generate reports and analysis on tender activity, including
success rates, bid outcomes, and lessons learned, to inform strategic decision-making and
process improvement efforts.

Qualifications:
• Bachelor's degree in business administration, marketing, or a related field; additional
certification in project management or procurement preferred.
• Proven experience in tender management, bid coordination, or related roles, preferably in
the event industry.
• Strong understanding of tendering processes, including bid requirements, evaluation
criteria, and contract management principles.
• Excellent organizational and time management skills, with the ability to prioritize tasks
and manage multiple deadlines simultaneously.
• Exceptional written and verbal communication skills, with the ability to articulate complex
ideas clearly and concisely.
• Proficiency in Microsoft Office suite and tender management software/tools.
• High level of attention to detail and accuracy, with a commitment to producing high-
quality work.
• Ability to work collaboratively in a team environment and build relationships with internal
and external stakeholders.

Working Conditions:
This position may require occasional travel and work outside of regular business hours to meet
deadlines and attend client meetings and events.