Tender Assistant
4 weeks ago
**Department**: Business Development / Tendering
**Tendering Reports To**: BD/Tender Manager
**Job Summary**:
The Tender Assistant will support the tendering and business development teams in researching, preparing, and submitting bids. This role involves coordinating with suppliers, facilitating communication with tender portals and partner programs, and assisting with prequalification and registration processes. Additionally, the Tender Assistant will help in administering departmental documentation, data management, and routine administrative tasks.
**Key Responsibilities**:
**1. Supplier Coordination & Communication**
- Identify, contact, and maintain relationships with potential and existing suppliers to extend the organization’s supplier base.
- Obtain quotations, certificates, and other required documentation from suppliers. o Follow up with suppliers on tender or project-related queries and deliverables.
**2. Tender Registration & Prequalification**
- Register and manage company profiles on relevant tender portals (e.g., Solutions by STC, IoT2, Aramco, Sami, Tahakom).
- Prepare and submit required documentation for prequalification processes. o Coordinate with internal departments to collate necessary information and ensure compliance with registration protocols.
**3. Program & Partnership Liaison**
- Support local content initiatives and special target programs (e.g., connecting with Saudi giga-projects, business hubs).
- Conduct research on consulting firms, markets, and industry-related programs to facilitate potential partnerships. o Communicate with external contacts to gather and analyze relevant information.
**4. Bid Preparation & Submission**
- Assist in preparing bid documents, including gathering and reviewing data from various departments.
- Complete simple tasks related to bid formatting, compliance checklists, and supporting documents.
- Track and follow up on submission deadlines to ensure timely delivery.
**5. Administrative Support & Data Management**
- Maintain accurate logs of communications, ongoing tenders, and supplier details in internal databases or spreadsheets.
- Manage the tender pipeline, ensuring key milestones and submission deadlines are met.
- Compile regular statistics and reports on tender activities and department performance.
**6. Presentation & Material Preparation**
- Create introductory materials, presentations, and standard proposal templates for internal and external use.
- Ensure consistent branding and formatting of tender documents and marketing materials.
**7. Scheduling & Coordination**
- Coordinate appointments, meetings, and travel arrangements for the tendering team.
- assist with travel and accommodation bookings and secure necessary approvals.
**8. Department Administration**
- Oversee department external communications and correspondence.
- Support the Tender Manager (or Senior Tender Specialist) in implementing process improvements. Perform other tasks as assigned to support departmental goals.
**Qualifications & Skills**
**Education**: Diploma or bachelor’s degree in Business Administration, Engineering, Supply Chain, or a related field preferred.
**Experience**:
- Previous experience (2-4 years) in a supporting role within a procurement, tendering, or supply chain environment is desirable.
- Exposure to Saudi Arabian tender portals and local supplier networks is advantageous.
**Technical Skills**:
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
- Familiarity with online tendering portals or e-procurement systems is beneficial.
**Soft Skills**:
- Strong communication and interpersonal skills for liaising with suppliers and internal teams.
- Excellent organizational abilities, with keen attention to detail.
- Ability to handle multiple tasks and meet deadlines under mínimal supervision.
- Analytical and research skills to gather, interpret, and present relevant data.
**Language & Cultural Awareness**:
- Fluency in English (spoken and written) is essential.
- Proficiency in Arabic is highly preferred, given the local context of many tender portals and supplier relationships.
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