Tender Application Assistant

Industry: Real Estate 

Location: Nairobi, Kenya

Category: Procurement, Supply Chain, Store Keeping

Education: Diploma

Salary: Kshs. 40,000 - Kshs. 50,000

Employment Type: Full-time

Job Description

We are seeking a dedicated Tender Application Assistant to join our dynamic team in Nairobi. The successful candidate will assist in the preparation and submission of tender documents and ensure compliance with all relevant procedures and deadlines.

Key Responsibilities

• Assist in identifying suitable tenders and procurement opportunities.
• Prepare and compile bid documents in compliance with tender requirements.
• Coordinate and communicate with various departments to gather necessary information for tender submissions.
• Ensure all tender documents are completed accurately and submitted on time.
• Maintain an up-to-date database of all tender submissions and outcomes.
• Follow up on submitted tenders and provide timely feedback to management.
• Conduct market research to support procurement and supply chain strategies.

Tender Identification & Tracking

• Monitor tender platforms, procurement portals, and publications daily to identify relevant opportunities for the company.
• Maintain a tender tracking database to record all open, closed, submitted, and pending tenders.
• Provide timely tender alerts and summaries to management and business units for action.

Tender Preparation & Documentation

• Analyze tender documents (TORs, RFPs, RFQs) to identify key requirements, evaluation criteria, and submission deadlines.
• Coordinate with technical, finance, legal, and operations departments to collect and compile necessary information for tender responses.
• Prepare comprehensive bid documents, including company profiles, technical proposals, financial quotations, and compliance forms.
• Ensure all supporting documentation (certificates, licenses, references, etc.) are valid, updated, and properly formatted.
• Draft and review tender correspondence, letters of intent, and declarations to ensure professional and compliant submissions.

Compliance & Quality Assurance

• Cross-check tender submissions for accuracy, completeness, and compliance with all client requirements.
• Ensure adherence to PPRA regulations (for public tenders) and internal procurement policies.
• Maintain a checklist and approval process before submission to eliminate errors or omissions.

Submission & Follow-Up

• Coordinate tender submission logistics — both physical and electronic (via eProcurement systems).
• Track submission confirmations, acknowledgments, and follow up on tender outcomes with clients or procurement authorities.
• Keep a record of tender results, evaluation feedback, and lessons learned for continuous improvement.

Post-Tender Administration

• Support in preparation of clarifications, presentations, and negotiations as requested by clients.
• Assist in preparing tender summary reports for management review and decision-making.
• Update and maintain a tender library containing reusable templates, past bids, and standard company documents.

Stakeholder Coordination & Reporting

• Liaise with suppliers, consultants, and internal departments to ensure timely availability of input materials.
• Provide weekly and monthly reports on tender activities, wins/losses, and pipeline analysis.
• Recommend process improvements to enhance the efficiency and success rate of tender submissions.

Requirements

• Diploma in Procurement, Supply Chain Management, Business Administration, or a related field.
• 3 - 4 years' experience in procurement or tender application processes.
• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Good communication and interpersonal skills.
• Proficient in Microsoft Office Suite and other relevant software.
• Sound understanding of public and private tendering processes and compliance requirements.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and e-procurement systems.
• Excellent organizational, analytical, and communication
• High level of attention to detail and ability to meet strict deadlines.
• Integrity, confidentiality, and teamwork are essential.

Perks and Benefits

• Competitive salary package Kshs. 40,000 - 50,000
• Opportunities for professional development and growth.
• Friendly and supportive work environment.
• Access to company resources and training programs.

If you are a motivated individual with a passion for procurement and supply chain management, we encourage you to apply for this exciting opportunity at Brites Management Services.