Tender Executive

Role & responsibilities

• Clarification of bid conditions and management of the tender preparation
• Monitoring of the bid management in order to ensure it is aligned with the organization's requirements
• Contribution to cost and price calculations.
• Processing of EMD, Performance Security & Supply Bills and their Payments follow-ups with Various Govt. Institutions, Ministries, PSU, etc.
• Participation in Consumables, Medical Devices, and Medical Instruments Tenders through online and offline bidding in Govt. Hospitals & Institutions.
• Participation in corporate hospitals rate contracts.
• Participation in tenders through GEM portals.
• Assist in the preparation of tenders and standardized tender templates and paperwork.
• Oversee the compilation and, when necessary, the drafting of high-quality proposals, bids, and tender answers to ensure that tenders and bids are handled professionally, quickly, and compliantly.
• Maintains a list of eligible vendors, particularly for upcoming bids.
• Attend Pre-Bid meetings, and price negotiation meetings on behalf of the company.
• Compilation of varied input to create a more competitive bid document
• Checking on evaluation and contract negotiation
• Ongoing communication with the User Department regarding Tender criteria and status.
• Communicate with vendors as needed during the tender process, such as non-disclosure agreements, confirmation of interest, etc.
• Assemble and maintain internal Procurement documents about the tendering process, including tracking management approval for tendering and contracting actions.
• Maintains tender files and arranges for archiving following the completion of the tender.
• Prepares status reports and projected timelines for tenders regularly, as needed.
• Coordinates and communicates with Financial Services. In light of the companys evolving and changing demands and prospects during this early stage.
• Coordination of tender reviews and deadlines and adjusting them to the frameworks given by the customers.
• To organize and harness the efforts of all involved departments relating to tendering/bidding activities and contract review;
• To ensure that tender submissions are standardized in terms of format, font, logo, etc., and in line with the customers tender requirements.

Preferred candidate profile

• Familiar with tendering process and with prior 3-10 years of experience
• Practical experience in a similar position advantageous
• Mandatory experience in medical devices industry in consumables segment
• Practical experience in GEM tendering business
• Strong time-management and organizational skills
• Ability to coordinate several tasks at the same time
• Well-developed negotiation skills