Bidding/Tenders Specialist

Reports to: CEO

About the Job:

A Bid and Contract Specialist at Tristar Global Logistics is responsible for managing and preparing technical and commercial proposals tenders for Warehousing, Security, 3PL & 4PL Logistics, Design Engineering and Construction, Facility Management services. The role involves analyzing bid requirements, coordinating with internal stakeholders, ensuring compliance with client specifications, and preparing competitive bids to secure contracts. You will support the RFP team to secure new business and retain existing INGOs, Public sector clients through high-quality proposal responses. Working closely with the CEO, Business Development team and technical teams, you’ll assist in creating clear, persuasive content that demonstrates the company’s value, solutions, and compliance with customer requirements.

Responsibilities

● Evaluate Requests for Proposals (RFPs), Requests for Quotations (RFQs), and Invitations to Bid (ITBs) to assess feasibility and alignment with company capabilities.

● Conduct risk assessments and feasibility studies for potential tenders.

● Coordinate the end-to-end bid process, ensuring timely and compliant submissions.

● Develop and write technical proposals, ensuring alignment with client requirements and industry best practices.

● Prepare commercial proposals in collaboration with the finance team, ensuring cost-effectiveness and profitability.

● Ensure all bid documents, including BOQs, compliance checklists, and supporting materials, are completed accurately.

● Manage bid clarifications, RFIs (Requests for Information), and responses to client inquiries.

● Develop cost estimates, pricing models, and financial breakdowns for FM services, including manpower, materials, consumables, and subcontracted services.

● Work closely with procurement and finance teams to obtain supplier quotes and cost structures.

● Ensure pricing is competitive while maintaining profitability and service quality.

● Liaise with subcontractors and service providers to obtain quotations and technical details.

● Ensure all internal approvals and bid governance processes are followed.

● Ensure bid submissions comply with client requirements, industry regulations, and internal policies.

● Maintain an organized database of tender documents, templates, and historical bids for future reference.

● Assist in obtaining necessary certifications, licenses, and qualifications required for tenders.

● Conduct research on market trends, competitor pricing, and FM industry benchmarks.

● Identify differentiators and value propositions to strengthen bid proposals.

● Track the status of submitted bids and follow up with clients on tender results.

● Participate in contract negotiations and handover successful bids to the operations team.

● Conduct lessons-learned sessions to improve future bid strategies.

Additional skills & Qualifications

● 5 years of experience in bid management, tendering, or business development within or collaborating with UN,UN donors and other INGOs

● Strong understanding of FM services, cost estimation, and contract management

● Strong understanding of UN procurement processes and requirements.

● Experience with A.I. content generative tool for building out a content library.

● Excellent written and verbal communication skills.

● Skilled in project planning, bid management, and contracts management, delivering high-quality results on time.

● Strong analytical abilities and technical skills for successful project management in both team and self-directed settings

Location:

This position will be a full time position 5 days/week in our Nairobi office.

What It's Like to Work at Tri Star Global Logistics

At TGL, we carefully foster a work environment where employees have a safe space for creative and intellectual freedom, and the opportunity to work cross-functionally. We offer a dynamic environment with considerable opportunity for professional growth and advancement.

Here are some of the perks that Tri Star Global Logistics employees enjoy:

Competitive wages

We pay competitive wages and salaries, and we only expect an honest 48-hour week for it.

Community Engagement Committee

At TGL, we know how important it is to give back. Our community engagement committee looks for ways to give back to our local communities through time, gifts and skills.

Flexible Workdays

We understand that what a workday looks like differs by employee and the role requirements. Through our interview process we’ll work with you to ensure it’s a fit for you and the specific role you’re interested in.

Benefits

Ask us for a copy of our health benefits!

Culture committee

Celebrate at every occasion with the culture team!

About Tristar Global Logistics

A private conglomerate created in 2001. The Company, through its subsidiaries, provides end-to-end services in Warehousing, Security, 3PL & 4PL Logistics, Design Engineering and Construction, Facility Management and Oil & Gas. The conglomerate plays an active role in stimulating and guiding the development of its constituent companies, all well-established entities, and leading specialists in their own fields.

To extend our services further, we have identified Africa for having great potential in the growth and development of the transport and logistics industry. Because of this, we have fully established offices in Somalia,Mombasa/Nairobi-Kenya, Djibouti-Ethopia, Kinshasha-Congo, Juba-South Sudan, Dar es salam-Tanzania, Kigali-Rwanda, that our clients can take advantage of when moving shipments in the East and Central Africa region. Our presence in each country is built on the strength of local transportation carriers and their reputation.

We believe in embracing new perspectives and optimizing If you have relatable experience and relevant transferable skills but feel you may be missing a few of the requirements, we encourage you to apply! We recognize that people have unique career journeys and if you're excited about this role and know you can bring something great to the team, then we want to hear from you.