The Ugandan Jobline

Job Title:   Tender Administrator

Organisation: Double Q Company Limited

Duty Station:  Kampala, Uganda

About the Company:

Double Q Company Limited is a provider of heavy transport solutions, including trucks and excavators, with an extensive product-related service offering that includes: vehicle financing, insurance, GPS and rental services. Double Q Co. Ltd is the leading and authorized distributor of SINOTRUK and XCMG road equipment, as well as spare parts and accessories for heavy machines and trucks in Uganda. This includes trucks, mobile cranes and excavators, as well as product related service offerings such as: vehicle financing, insurance, GPS and rental services to enable our clients to focus on their core business.

Job Summary:  The Tender Administrator will be responsible for managing the end-to-end tendering process, including the preparation, submission, and follow-up of tender documents. This role requires strong organizational skills, attention to detail, and the ability to work collaboratively with various departments to ensure compliance and competitiveness in tender submissions.

Key Duties and Responsibilities:

Tender Management:

• Oversee the entire tender process from receipt of tender invitations to submission.
• Review and analyze tender requirements to ensure understanding and compliance with specifications and deadlines.
• Prepare, compile, and submit tender documentation, ensuring accuracy and completeness.
• Coordinate with internal teams, including sales, legal, and technical departments, to gather necessary information and documentation for tenders.

Documentation and Compliance:

• Maintain an organized database of all tender documents and correspondence.
• Ensure compliance with company policies, industry regulations, and tendering requirements.
• Track and manage deadlines to ensure timely submission of tenders and adherence to contractual obligations.

Bid Coordination:

• Liaise with suppliers, subcontractors, and other external parties to obtain necessary information and quotations for tenders.
• Assist in the preparation of bid proposals, including cost estimates, technical specifications, and compliance statements.
• Review and validate bid proposals to ensure accuracy and competitiveness.

Reporting and Analysis:

• Monitor and report on tender outcomes, including wins, losses, and feedback.
• Analyze tender results and identify areas for improvement in future submissions.
• Prepare reports and presentations for senior management on tender activities and performance.

Administrative Support:

• Provide administrative support to the tendering team, including scheduling meetings, organizing documentation, and managing communication.
• Assist in the development and maintenance of tender templates, standard operating procedures, and best practices.

Qualifications, Skills and Experience:

• Bachelor’s degree in Business Administration, Project Management, or a related field.
• Proven experience in tender administration, procurement, or a related role, preferably within the automotive or manufacturing industry.
• Strong understanding of tendering processes, documentation, and compliance requirements.
• Excellent organizational and time-management skills with the ability to handle multiple tenders simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with tender management software or tools.
• Strong communication and interpersonal skills, with a keen eye for detail.

Preferred Qualifications:

• Experience with automotive industry tenders and regulations.
• Knowledge of contract management and negotiation.
• Ability to work independently and as part of a team in a fast-paced environment.

Benefits:

• Competitive salary commensurate with experience.
• A dynamic and supportive work environment.

How to Apply:
If you meet the above qualifications and are passionate about delivering exceptional service in the industry, we would love to hear from you. Please submit your resume and a cover letter outlining your relevant experience and why you are the ideal candidate for this position to miria@doubleq.co.ug

Deadline: 25th August 2024

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