Department: Business Development/CommercialReports To: Bids Manager/Business Development ManagerLocation: HQJOB PURPOSEThe 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. 2. 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. 3. 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 documentationTurnaround time in coordinating bid inputsQuality score/feedback on submitted proposalsEfficiency in maintaining and updating the bid database 4. 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. 5. 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. 6. 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. 7. ETHICS & COMPLIANCE Maintain strict confidentiality of bid-related and company-sensitive information.Demonstrate integrity and professionalism in all dealings.Adhere to company policies, procurement regulations, and ethical standards. 8. WORKING RELATIONSHIPS Internal: Sales Team, Technical Team, Finance Department, Procurement, Legal/Compliance External: Clients, Tendering Authorities, Consultants, and Vendors (as required) 9. CAREER PROGRESSION Bids Assistant → Bids Executive / Proposal Coordinator → Bids Manager / Business Development Manager

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