Tender Executive

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