Senior Administrator - Tenders

Senior Administrator - Tenders
Key Roles & Responsibilities
● Liaise with Senior Management as required to take receipt of tender documentation.
● Review and acknowledge ITT documentation, distribute to the relevant section and hold strategy/kick-off Meeting.
● Liaise with all concerned stakeholders to set up and maintain a tender folder (electronic and hard copy) utilizing standard contents list from receipt to execution
● Compile and manage all pre and post tender Client clarifications about the tender submission with the assistance of all concerned stakeholders.
● Collate, review, distribute and manage ITT’s and negotiate the best commercial value with the lowest risk for inclusion in the tender submission including interfacing with other departments to develop scopes
● Oversees all aspects of proposal preparation, ensuring quality, compelling bids are submitted on time.
● Review all customer requirements to ensure that they are met in the proposal and collaborate with a wide variety of involved parties to include all necessary information within the proposals.
● Compile and manage all pricing documentation and any other associated documentation required in line with the tendering process
● Liaise with other departments to ensure all documentation required is contained within the tender submission
● Negotiate with potential and current clients on behalf of their company to secure deals and implement pricing agreements between vendor and customer.
● Assist with bid pricing and submit pricing suggestions for review and approval.
● Highlight any major commercial, contractual or financial risks or issues relating to the tender submission with the relevant personnel to ensure the optimum solution
● Compile and manage all commercial and contractual qualifications for the tender submission and review all technical qualifications
● Ensure tenders are well documented on time with an appropriate level of detail, including full and accurate costs.
● Assist the management team with historical data for the pricing strategy of the tender
● Attend and participate in Client negotiation meetings as/if required and prepare and distribute minutes accordingly.
● Review, execute and distribute all contractual documentation as required including obtaining all necessary approvals in line with the authorization matrix
● Assist with facilitating any project bonds, guarantees and insurances required by the main contract
● Ensure proper handover of all relevant commercial and contractual documents between departments
● Provide all commercial and contractual advice to the Tendering Team
● Ensure proper handover of all tender documents between from Tendering to Operations project team in the event of Contract Award
● Highlighting any major commercial or contractual risks or issues to the relevant Commercial/Project Managers and work with them to ensure the optimum solution
● Collect and archive documentation regarding the offer/order and records assumptions and decisions taken during the development process
● Create standard process and tools to develop reuse solutions to improve productivity within the team.
● Perform other job-related duties as assigned
Education & Professional Qualification:
Degree in business administration or Office Management or any related commercial field experience

Professional Experience:
4 years in tender or commercial or bid administration

Geographic Experience:
Qatar preferred. Middle east experience essential

Computer Skills:
Good knowledge of Office and web applications

Language Skills:
Business fluent in English & Arabic. Strong written English ability required.

Market/Industry/Functional Knowledge:
- Strong knowledge of administrative and clerical procedures
- Strong knowledge of data recording and management methods, tools and related techniques
- Good knowledge of Department functions and activities
- Good knowledge of Company business and operations