Bid & Tender Associate

Job Summary

• To provide day-to-day administrative, documentation and coordination support for the Company’s bid and tender activities. The role assists in preparing accurate, complete and professionally presented tender submissions, monitoring deadlines, maintaining bid records and ensuring that submissions comply with client instructions and the direction of the Bid & Tender Manager.

Responsibilities

• Support the Bid & Tender Manager in coordinating the preparation and submission of tenders, Requests for Quotation (RFQs), Requests for Information (RFIs), Expressions of Interest (EOIs) and other business proposals.
• Review incoming tender documents and extract key information, including scope of work, submission instructions, eligibility criteria, mandatory documents, deadlines and clarification requirements.
• Prepare and maintain tender checklists, submission schedules, action trackers and the Company’s tender register, ensuring that records are kept current.
• Request and follow up with relevant departments for technical, operational, financial, HSE, HR, legal and corporate information required for bid submissions.
• Assist with compiling technical and commercial bid documents using approved information, templates, pricing inputs and guidance from the relevant departments and the Bid & Tender Manager.
• Prepare, format, proofread, collate and quality-check bid documents to ensure consistency, accuracy, completeness and professional presentation.
• Check that required forms, certificates, company profiles, policies, personnel CVs, equipment lists, experience records and supporting documents are available, valid and correctly presented.
• Assist with the preparation, updating and renewal of company registration and prequalification documents for NIPEX/NJQS, NAPIMS, NCDMB and other relevant client or industry portals, as applicable.
• Support the uploading and online submission of bid documents through client and procurement portals, including NIPEX/SAP e-Market and Ariba e-Sourcing, under the supervision of the Bid & Tender Manager.
• Monitor portal notifications, RFQs, tender addenda, clarification requests and submission status; promptly bring important updates or potential issues to the attention of the Bid & Tender Manager.
• Assist in coordinating internal bid review meetings, recording action points and following up with assigned team members to ensure timely delivery of inputs.

Minimum Education Qualifications

• Minimum educational level – Bachelor’s Degree Relevant Science/Engineering Discipline
• Training or certification: In procurement, tendering, contract administration is an advantage.
• Minimum requisite experience – three to five years proven experience
• Experience in Bid Administration on the NIPEX portal is mandatory.