Tender & Bidding Assistant

To support the tendering function by preparing pre-qualification documents, coordinating tender submissions, and ensuring all related activities are completed accurately and within required deadlines.

Job Purpose / Summary

To support the tendering function by preparing pre-qualification documents, coordinating tender submissions, and ensuring all related activities are completed accurately and within required deadlines.

Job Responsibilities / Duties

• Handle all responsibilities related to assigned pre-qualification, bidding, and tender activities.
• Prepare, compile, and submit tender and bid documents in accordance with required guidelines and deadlines.
• Review tender portals and procurement websites daily to identify relevant opportunities.
• Assist in preparing cost schedules, forms, and supporting documents required for tender submissions.
• Coordinate submission logistics, including printing, packaging, and delivery of tender and bid documents.
• Maintain a database of tender outcomes, feedback, and lessons learned to support continuous improvement.

• Maintain an internal tracking system for all active, upcoming, and completed tenders and bids.
• Review tender/bid requirements and ensure all compliance, documentation, and formatting standards are met prior to submission.

• Coordinate the upkeep of office inventory and ensures timely replenishment of stationery.
• Provide general administrative support, including document preparation, filing, and record management.
• Support the implementation of basic office safety practices and ensure adherence to established guidelines.
• Perform any other related duties as assigned to support the tendering and bidding process.

Qualifications & Experience

• A Diploma in Procurement, Supply Chain, Business Administration, or a related field.
• Three (3) to four (4) years of experience in a Tendering, Bidding, or Procurement Department.
• Proficiency in Microsoft Office applications.
• Familiarity with HSSE principles and general safe work practices.

Required Skills & Competencies

• Strong analytical and critical-thinking abilities.
• Excellent organizational skills with high accuracy and attention to detail.
• Ability to manage multiple tasks and meet strict deadlines.
• Strong understanding of tendering/bidding processes, document preparation, compliance requirements, and deadline management.
• Responsible, reliable, and able to maintain confidentiality.
• Proactive and adaptable to changing priorities.
• Ability to work effectively both independently and as part of a team.
• Willingness to work additional hours on short notice when required.