TENDER APPLICATION ASSISTANT

JOB TITLE:TENDER APPLICATION ASSISTANT

NATURE OF JOB: FULL TIME

INDUSTRY:REAL ESTATE

SALARY:KSHS.40,000-50,000

JOB LOCATION:WESTLANDS

DUTIES AND RESPONSIBILITIES

Tender Identification & Tracking

• Monitor tender platforms, procurement portals, and publications daily to identify relevant opportunities for the company.
• Maintain a tender tracking database to record all open, closed, submitted, and pending tenders.
• Provide timely tender alerts and summaries to management and business units for action.

Tender Preparation & Documentation

• Analyze tender documents (TORs, RFPs, RFQs) to identify key requirements, evaluation criteria, and submission deadlines.
• Coordinate with technical, finance, legal, and operations departments to collect and compile necessary information for tender responses.
• Prepare comprehensive bid documents, including company profiles, technical proposals, financial quotations, and compliance forms.
• Ensure all supporting documentation (certificates, licenses, references, etc.) are valid, updated, and properly formatted.
• Draft and review tender correspondence, letters of intent, and declarations to ensure professional and compliant submissions.

Compliance & Quality Assurance

• Cross-check tender submissions for accuracy, completeness, and compliance with all client requirements.
• Ensure adherence to PPRA regulations (for public tenders) and internal procurement policies.
• Maintain a checklist and approval process before submission to eliminate errors or omissions.

Submission & Follow-Up

• Coordinate tender submission logistics — both physical and electronic (via eProcurement systems).
• Track submission confirmations, acknowledgments, and follow up on tender outcomes with clients or procurement authorities.
• Keep a record of tender results, evaluation feedback, and lessons learned for continuous improvement.

Post-Tender Administration

• Support in preparation of clarifications, presentations, and negotiations as requested by clients.
• Assist in preparing tender summary reports for management review and decision- making.
• Update and maintain a tender library containing reusable templates, past bids, and standard company documents.

Stakeholder Coordination & Reporting

• Liaise with suppliers, consultants, and internal departments to ensure timely availability of input materials.
• Provide weekly and monthly reports on tender activities, wins/losses, and pipeline analysis.
• Recommend process improvements to enhance the efficiency and success rate of tender submissions.

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Degree in Procurement, Supply Chain Management, Business Administration, or a related field.
• 3–4 years of experience in tender administration, procurement, or a similar role.
• Sound understanding of public and private tendering processes and compliance requirements.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and e-procurement systems.
• Excellent organizational, analytical, and communication skills.
• High level of attention to detail and ability to meet strict deadlines.
• Integrity, confidentiality, and teamwork are essential.