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
