Bids Assistant

1. Department: Business Development/Commercial

   Reports To: Bids Manager/Business Development Manager

   Location: HQ

   
   

   JOB PURPOSE
   The Bids Assistant is responsible for supporting the end-to-end tendering and proposal process by coordinating documentation, ensuring compliance with bid requirements, and facilitating timely submission of high-quality proposals. The role ensures accuracy, organization, and efficiency in bid management to enhance the company's competitiveness in securing contracts.

2. KEY RESPONSIBILITIES

A. Bid Preparation & Coordination

• Support the preparation, compilation, and submission of tender documents in line with client specifications.
• Review bid documents to identify key requirements, deliverables, and submission criteria.
• Coordinate inputs from internal departments including Sales, Technical, Finance, and Legal teams.
• Assist in drafting technical and commercial proposals where required.

B. Compliance & Documentation

• Ensure all bid submissions are compliant with client instructions, regulatory requirements, and company standards.
• Maintain a checklist for each bid to ensure completeness and accuracy.
• Organize and archive bid documents systematically for easy retrieval and audit purposes.

C. Tender Tracking & Intelligence

• Monitor tender portals, publications, and client communications for new opportunities.
• Track bid timelines, submission deadlines, and key milestones.
• Maintain and regularly update a centralized bid register/database.

D. Quality Assurance

• Proofread and format proposals to ensure clarity, consistency, and professionalism.
• Verify accuracy of all submitted documentation including pricing schedules and supporting attachments.

E. Administrative & Operational Support

• Provide administrative support during bid clarification processes and post-submission engagements.
• Assist in preparing presentations or supporting materials for bid evaluations.
• Document feedback from unsuccessful bids and support continuous improvement initiatives.

3. KEY PERFORMANCE INDICATORS (KPIs)

• Percentage of bids submitted on time (target: 100%)
  
• Compliance rate of submitted bids (minimal disqualifications due to errors)
  
• Accuracy and completeness of bid documentation
  
• Turnaround time in coordinating bid inputs
  
• Quality score/feedback on submitted proposals
  
• Efficiency in maintaining and updating the bid database

4. QUALIFICATIONS & EXPERIENCE

• Diploma or Bachelor’s Degree in Business Administration, Procurement, Supply Chain, or a related field.
  
• Minimum of 1 - 2 years’ experience in tender administration, bids coordination, or similar role.
  
• Experience working with tender portals and procurement systems is an added advantage.

5. TECHNICAL COMPETENCIES

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  
• Strong document formatting and presentation skills.
  
• Familiarity with procurement processes and tender requirements.
  
• Basic understanding of contract documentation and compliance requirements.
  
• Experience with document management systems is an added advantage.

6. BEHAVIORAL COMPETENCIES

• High attention to detail and accuracy.
  
• Strong organizational and time management skills.
  
• Ability to work under pressure and meet strict deadlines.
  
• Effective communication and interpersonal skills.
  
• Proactive approach to problem-solving.
  
• Strong teamwork and collaboration skills.

7. ETHICS & COMPLIANCE

• Maintain strict confidentiality of bid-related and company-sensitive information.
  
• Demonstrate integrity and professionalism in all dealings.
  
• Adhere to company policies, procurement regulations, and ethical standards.

8. WORKING RELATIONSHIPS

Internal: Sales Team, Technical Team, Finance Department, Procurement, Legal/Compliance

External: Clients, Tendering Authorities, Consultants, and Vendors (as required)

9. CAREER PROGRESSION

• Bids Assistant → Bids Executive / Proposal Coordinator → Bids Manager / Business Development Manager