Main Purpose of the Job

The Tender Clerk plays a key administrative and operational role within the Tender Office, supporting the full lifecycle of public and private tender processes. This position ensures the accurate management of documentation, timely follow-up of deadlines, and compliance with internal procedures and external regulatory requirements. The role contributes to the smooth functioning of the tender function by maintaining updated records, preparing documentation, and coordinating information with internal stakeholders.

Key Responsibilities

Tender & Documentation Management

• Maintain accurate, organized, and up-to-date tender records in both digital and physical formats, ensuring accessibility and compliance with internal audit requirements.
• Support the preparation, review, and submission of tender documentation, ensuring alignment with tender specifications and organizational standards.
• Manage the archiving system (both digital and physical), guaranteeing proper classification, traceability, and secure storage of documents.

Deadline Management & Coordination

• Monitor and track all key deadlines related to tender submissions, contract renewals, and commercial proposals, ensuring timely updates and proactive communication to the Tender Manager and relevant teams.
• Coordinate with Sales, Legal, Finance, and other internal stakeholders to gather information required for tender responses and quotations.

System Management

• Enter, update, and maintain account and contract information in internal electronic systems (e.g., Contract Manager).
• Verify data accuracy and ensure consistency with official tender documents and contractual specifications.
• Support system reporting activities when required.

Compliance & Process Excellence

• Ensure all tender-related activities are carried out in full compliance with company policies, quality standards, and applicable regulations.
• Contribute to continuous improvement by identifying opportunities to enhance documentation management, workflow efficiency, and accuracy.
• Assist in internal audits or checks related to tender documentation or contract records.

Administrative & Coordination Support

• Prepare standard administrative documentation required for tenders (certificates, declarations, company profiles, etc.).
• Support the Tender Manager in day‑to‑day administrative tasks, including correspondence, filing, and updating templates.
• Maintain effective communication with external institutions, vendors, or partners when required for tender-related activities.

Education Required

• College degree in a relevant discipline.
• A university degree in Law, Economics, Business Administration, or a related field is preferred, especially given the regulatory nature of tender processes.

Skills & Experience

Technical & Professional Skills

• Previous experience in tender management, administrative roles, or regulated sectors is considered a strong advantage.
• Familiarity with tender regulations, public procurement processes, or contract management systems is beneficial.
• Good command of English is an advantage, especially for reading documentation or communicating with international stakeholders.
• Strong proficiency with Office tools (Excel, Word, SharePoint, Outlook).

Soft Skills

• High level of attention to detail, ensuring accuracy in documentation and data entry.
• Strong sense of integrity and confidentiality, essential for managing sensitive information.
• Effective teamwork and collaboration skills, with the ability to support colleagues and work across functions.
• Organizational and time‑management skills, with the ability to handle multiple deadlines simultaneously.
• Administrative mindset and structured approach to work.