Tendering Specialist at Aldelia Limited

Overview

• The position holder is responsible for supporting the Tendering Supervisor & Manager with the internal coordination of RFQs and tender responses. The person will assess tender requirements and create adequate, well-researched responses for review and approval. This position will also manage the tender repository and other databases to ensure that all information used for tender purposes is current and accurate.
• The Tendering Specialist will work closely with internal stakeholders to support all business initiatives across various entities.
• The individual will reinforce the team by interfacing, coordinating, executing, reporting and monitoring tenders and diverse business operations activities of Aldelia at the group level, including but not limited to vendor registration, business cases.

Responsibilities:

Tenders, BIDS, RFQ

• Identify, clarify, and compile technical/commercial qualifications, clarifications, and deviations across service lines to align with customer requirements.
• Prepare and submit competitive technical and commercial responses to tenders.
• Conduct research and brainstorm key points to include in the tender submissions.
• Ensure all tender deadlines are met by liaising with internal stakeholders and contributing departments.
• Conduct team briefings once tenders have been received and reviewed to facilitate Go / No-Go decisions.
• Review RFQ/RFP received from existing or prospective clients, manage & assign tasks according to priorities using the Tasks Dispatch Template
• Lead tender kick-off meetings with BD, Recruiters, and Operations Teams to set bid strategy and preparation guidelines when assigned.
• Support the overall performance of the tender process team to obtain maximum efficiency, quality, service and profitability for the organization.
• Oversees the collation of tender documents and ensures multiple tasks are prioritized effectively.
• Attend Pre-bid and clarification meetings.
• Responsible for collecting information and documents, e.g., Signed Contracts, POs, Reference Letters, Award Letters, to grow and maintain the tendering database.
• Effective liaison and support for a smooth tender process among all stakeholders in the organization.
• Support in the completion and responding to client request for vendor registrations, RFP’s, Bids and Tenders.

Business Support

• Responsible for drafting proposals to support the business teams where necessary.
• In charge of designing and redesigning business proposals and commercial templates, with the support of a design agency as applicable.
• Responsible for reworking the process methodologies slides, periodically collecting information for business cases and client references.
• From time to time, you will be expected to participate in special projects, such as writing meeting minutes and collecting information for the administrative file.
• Responsible for vendor and supplier registration with clients.

Key Relationships/ Stakeholders

External

• Clients
• Vendors
• Sub-Contractors

Internal

• Line Management
• Employees
• Aldelia offices
• All stakeholders

Person Specification

Preferred Experience and Education

• A Degree in Engineering, Business Management, Operations and Administration, or other relevant field is required.
• A minimum of 4 years of continuous prior tendering experience is required for this role. Cumulative years of experience may vary; however, additional years in the same role will be an advantage.
• Previous tendering experience in the staffing & recruitment industry is desirable.
• An appreciable level of proposal drafting, and management techniques is required.
• Prior experience in an Audit firm, Legal firm, financial institutions and or consultancy firm, preferably any of the big four or equivalent, is highly desirable.

Language Requirement

• Proficiency in English – Required & Mandatory
• Proficiency in French – Highly desirable & advantageous, not Mandatory.

Skills

• Demonstrate a high level of interpersonal and writing skills to communicate effectively.
• Demonstrate a high level of confidentiality and professionalism.
• Must have planning, organising, reporting and budgeting skills.
• Demonstrate a high level of proficiency in the Microsoft Office Suite
• Can identify, allocate and monitor resources effectively and efficiently.
• Must be familiar with Project Management conduct and procedures.
• Can consistently meet competing demands through effective prioritizing in a result-oriented and client-focused environment.

Behaviours

• Performance, Efficiency, Teamwork, Diligence, Congeniality, Analytical.