Bids Assistant

Job Description

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.

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.

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

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.

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.

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.