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Tender Officer

Western Scientific Company Limited

Last Updated: 10/03/22

Job Description

Summary of job function:
The individual will be responsible for assisting the Tenders Coordinator with the preparation of Tender Documents.

Principal Duties and Responsibilities

  • Ensures all tendering documents pertaining to the tendering process are collated, completed accurately and signed off by the relevant parties
  • Ensures all relevant documentation for bid proposals are completed, complied and accurate
  • Assists in the implementation of rules and procedures governing each respective tendering process
  • Able to Interpret Tender documents e.g. Special Instructions and General Instructions to the bidder
  • Provides administrative support for tendering activities such as preparation of reports, spreadsheets and sending of emails on behalf of the Tenders Coordinator and/or the Business Unit Manager
  • Send out request to suppliers for quotations, standard certificates and brochures
  • Liaise with suppliers while processing the tender documentation to ensure all deadlines are adhered too
  • Preparation of letters for clarification/extensions as requested by the Tenders Coordinator
  • Preparation of reports for management such as summary schedules, proposal overviews, competitive overviews and evaluation reports
  • Preparation of Indents/Ex-Stock documents
  • Liaise with the procurement department on incoming shipments
  • Liaise with the accounts department on payment terms of contracts and for the issuance of petty cash to purchase tender documents
  • Attends meetings with/in the absence of Tender Coordinator
  • Ensures all technical, commercial and contractual correspondences with tender proposals are addressed and closed off
  • Liaise with existing and potential customers when needed
  • Produce quality Pre-Qualification Questionaries
  • Maintain an efficient filing system for all documents
  • Responsible for internal and external interfaces during tender executions
  • Perform any other related duties as required
  • Meet KEY PERFROMANCE INDICATORS (KPI’s) as set out in the Department
Required Competencies
  • Able to analyse information quickly and solve problems
  • Time management skills are critical – must adhere to deadlines
  • Attention to detail and able to work on own initiative
  • Able to think strategically, position and formulate appropriate recommendations
  • Ability to interpret complex documentation, identifying the key requirements and respond appropriately
  • Able to work flexible hours
Qualifications and Experience
  • A Diploma in Business Management or higher qualification will be an asset
  • A minimum of Five (5) years’ experience in a similar position
  • Must have knowledge of Procurement, Tendering Request for Quotation (RFQ) and Request for Proposal (RFP)
Knowledge, Skills and Abilities
  • Excellent communication and negotiation skills both written and verbal
  • Must be proficient in Microsoft Office
  • Excellent written and verbal communication skills
  • Able to exhibit a high level of confidentiality

Company Details

Chaguanas, Chaguanas, Trinidad And Tobago
Western Scientific Company Limited is a well-respected distributor whose main activities are focused in the Supply, Installation, Commission and Training of Scientific & Clinical Laboratory Equipment and Supplies.Currently our distribution network spans more than 30 countries and over 300 small to medium clients and 150 large clients. We are devoted to providing each client with unparalleled a...