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Tender Officer

We are looking for a Tender Officer with expertise in online tender submission on GeM and various e-portals. The ideal candidate should have comprehensive knowledge of the entire tendering process, including tender documentation, compliance, bid preparation, submission, and follow-ups. The candidate must be well-versed in handling CAPEX equipment such as 3D scanners, 3D printing machines, machine tools, and industrial equipment. The role requires prior experience in working with Indian federal organizations, including Aerospace, Defence, PSUs, and Academia, ensuring adherence to procurement guidelines and government regulations.

Role & Responsibilities:

• Aspiring candidates should be capable of handling the following functions: Tender Search Bid Preparation - Technical Price Bid; E - tendering / E - Bidding / Reverse Auctions / Live Auctions.
• Should have hands-on Experience on GEM PORTAL Awareness about product addition, opportunity searching, limitations of GeM, rules of GeM etc.
• Submit the documents in stipulated time limits as mentioned; Reporting bidding status online / offline on daily basis; Preparing Datasheet maintaining records on regular basis
• Competitive bidder’s comparison sheet; Collection of EMD / coordinate with accounts department for EMD / TENDER FEE; PROCUREMENT of EMD / post tendering works
• Vendor Registration for Limited tenders.
• Attending (if required) pre bid / post bid meetings with customers.
• Cost effective engineering to meet customer specification.
• Co-ordinate & follow-up with customer/consultant for timely approvals or resolutions.
• On approval of documents, timely indent shall be released to purchase dept.
• All in house co-ordination for preparation of documents including follow-up, collection of input from various purchase dept.
• Proactively work with procurement groups to ensure vendors RFQ technical bid evaluations are completed in a timely manner.
• Maintaining ISO documentation, Record Keeping, Suppliers/Manufacturers Data bank records
• Excellent Written Verbal Communication in English. Preparation of Tenders & Procedures / Bidding and submission of Tenders. Uploading/Submitting the Documents (General/Technical/Commercial) in the ONLINE Platform. Liaison with Govt. Department for Vendor Registration

Key Responsibilities:

1. End-to-End Tender Management: 

• Identify relevant tenders on GeM, CPPP, and other e-procurement portals. 
• Prepare, review, and submit tender documents in compliance with RFP/RFQ requirements. 
• Ensure timely submission of bids and necessary follow-ups. 

2. Tender Documentation & Compliance: 

• Maintain and organize all tender-related documents, including eligibility certificates, financial statements, EMD/BG submissions, and technical specifications. 
• Coordinate with internal teams for document preparation, approvals, and submission. 
• Ensure adherence to procurement policies and government regulations. 

3. Bid Preparation & Coordination: 

• Collaborate with the sales, technical, and finance teams to prepare competitive bids. 
• Draft proposals, pricing sheets, technical documents, and compliance statements.
• Ensure all tenders are submitted with the necessary legal and statutory documentation. 

4. Stakeholder Management: 

• Liaise with government agencies, PSU procurement officers, and tendering authorities for clarifications and bid discussions. 
• Follow up on bid progress, negotiate terms, and track tender results. 

5. Market Intelligence & Process Improvement:

• Keep track of industry trends, competitor bids, and government procurement policies. 
• Continuously improve tendering processes for efficiency and compliance.

Qualifications & Experience:

Education: Graduate/Postgraduate in Business Administration, Engineering, or a related field. 

Experience: 

• 3-7 years of experience in tendering and bid management. 
• Prior experience in handling tenders for CAPEX equipment (3D printers, scanners, machine tools, industrial machinery, etc.). 
• Experience in working with Aerospace, Defence, PSUs, and Academia in India. Skills Required:
• Strong knowledge of GeM, CPPP, and other e-tendering platforms.
• Excellent documentation, communication, and coordination skills.
• Proficiency in MS Office (Excel, Word, PowerPoint) and e-procurement portals.
• Ability to work under deadlines and handle multiple tenders simultaneously.
• Familiarity with government procurement policies, bid security, EMD, and financial instruments. 

Preferred Attributes: 

• Experience in Government Liaison and understanding of public procurement norms. 
• Strong analytical and negotiation skills. 
• Detail-oriented with excellent organizational abilities.