1. Role Summary
The Tender Executive manages end-to-end preparation and submission of Government/PSU/CSR/private Requests for Proposal (RFPs) and e‑tenders for skill development programs. The role ensures clause-by-clause compliance, accurate documentation, error-free financials/BoQs, timely e‑submission with Class‑3 DSC, and audit-ready records. The position requires close coordination with Operations, Finance, HR, and Legal to produce competitive and compliant bids.
2. Key Responsibilities
- Opportunity Tracking: Monitor CPPP/eProc, GeM, and state e‑tender portals; maintain tender calendar and corrigenda log.
- Eligibility Screening: Map pre‑qualification criteria (turnover, experience, EMD/MSME exemption, PF/ESI, ISO); highlight risks and gaps.
- Bid Kick‑off & Coordination: Run checklists, allocate owners for technical write‑ups, CVs, formats, annexures, and evidence collation.
- Documentation Assembly: Collate PAN, GST, UDYAM/MSME, PF/ESI, ISO, audited FS, CA certificates, work orders/completion certificates, affidavits/undertakings in exact formats.
- Technical Proposal: Draft/edit approach & methodology, mobilisation & placement plan, centre layouts (with Ops), QA/monitoring, risk & mitigation, timelines/Gantt.
- Commercials/BoQ: Prepare and validate price sheets with Finance; verify taxes, formulas, rounding; ensure no hidden columns or arithmetic errors.
- Authorisations: Prepare Board Resolution/Power of Attorney and get sign‑offs; manage Class‑3 DSC token and encryption utilities.
- e‑Submission & Dispatch: Upload, sign, and submit on portals; manage physical submissions (if required)—sealing, indexing, page numbering, courier tracking.
- Clarifications & Pre‑Bid: Draft queries, attend meetings (virtual/physical), and file responses/acknowledgements on time.
- Post‑Bid Support: Track technical/commercial opening, respond to clarifications, and support LOA/NOA acceptance, BG/EMD, and contract execution.
- Compliance Records: Maintain bid repository, version control, certificate renewal calendar, and audit trail for every submission.
- Integrity Controls: Enforce two‑person rule for price files; prevent overbilling/incorrect claims; ensure zero use of forged/altered documents.
3. Qualifications & Experience
- Graduate (Commerce/Business/Engineering). MBA/PGDM preferred.
- 2–4 years of hands‑on experience in Indian government e‑tendering (CPPP/eProc/GeM/state portals).
- Prior exposure to skill development RFPs (DDU‑GKY, PMKVY, NULM/NRLM, State Skill Missions) is an advantage.
4. Skills & Competencies
- Excellent RFP reading, clause mapping, and checklist discipline.
- Advanced MS Excel/Google Sheets for BoQ and pricing verification; strong Word/PDF skills.
- Clear business writing for technical sections; PowerPoint formatting.
- Basic understanding of GST, MSME/UDYAM, EPF/ESI, contract formats, affidavits, and bank guarantees.
- Time management, stakeholder coordination, negotiation, and attention to detail.
- High integrity and confidentiality; ability to work under tight deadlines.
5. Tools & Platforms
- Portals: CPPP/eProc, GeM, state e‑tenders • DSC: Class‑3 token and client • Productivity: MS Office/Google Workspace • File utilities: PDF merge/optimizer, ZIP tools • Repositories: Drive/SharePoint for version control
6. Key Performance Indicators (KPIs)
- Zero‑defect submissions (% bids without compliance or arithmetic errors).
- Hit rate: Qualified bids / total bids; Win rate: Wins / qualified bids.
- On‑time submission (% bids submitted before portal cutoff).
- Cycle time: RFP release → internal freeze → submission.
- Certificate/Document hygiene: 100% valid on submission date.
7. Reporting & Interfaces
Reports to: Bid Manager / Head – Bids & Proposals (or COO in small setups)
Interfaces with: Operations, Finance, HR, Legal/Compliance, Centre Teams, Vendors/Notary/Bank for BG/EMD
8. Authorisation & Compliance
- Will be nominated as authorised signatory via Board Resolution/Power of Attorney for bid submission and clarifications (as applicable).
- Custodian of the Company’s Class‑3 DSC for tender use with audit trail.
- Adheres to Anti‑Fraud & Financial Integrity Policy (no overbilling/wrong invoices/misreporting), POSH, and Data Protection/Confidentiality policies.
9. Working Conditions
- Extended hours near submission deadlines; occasional travel for pre‑bid meetings or physical submissions.
- Must ensure reliable internet, power backup for DSC and uploads; comfortable with last‑minute corrigenda.
10. Red Flags to Avoid
- Missed corrigenda/addenda; expired certificates; unsigned/undated annexures.
- Wrong BoQ formulas/taxes; arithmetic or unit errors; hidden columns.
- Single‑person control of price files; lack of version control.
- Copy‑paste technical content not tailored to scope; misaligned experience numbers vs CA certificates.
11. Equal Opportunity
We are an equal opportunity employer. All hiring decisions are based on merit, qualifications, and business needs.
Job Types: Full-time, Permanent
Pay: ₹25,000.00 - ₹35,000.00 per month
Benefits:
- Cell phone reimbursement
- Health insurance
- Leave encashment
- Provident Fund
Work Location: In person
