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Tender Head

2 months ago

India AVF World Full time

Job Title: Tender Head

Location: AVF World, Pune

Department: Procurement/Bidding

Reports to: Managing Director/Business Development Head

Number of Position: 5

Job Summary:

The Tender Head is responsible for overseeing the tendering process within AVF Creative Brand Consultancy Pvt Ltd. This includes managing the preparation, submission, and follow-up of tenders, ensuring compliance with client requirements, and maximizing winning opportunities. The role involves close collaboration with various departments to ensure that tenders are competitive, profitable, and aligned with company strategy.

Key Responsibilities:

  1. Tender Management :
  • Lead and manage the entire tender process, including reviewing tender documents, preparing bid proposals, and ensuring timely submission.
  • Analyze tender requirements, specifications, and terms and conditions, and ensure alignment with the company's capabilities and objectives.
  • Ensure all tenders are in compliance with legal, regulatory, and organizational standards.
  1. Tender Preparation :
  • Coordinate with internal teams (e.g., sales, finance, technical, legal) to gather required information for tender proposals.
  • Prepare and present comprehensive bid documents that highlight the company’s strengths, services, and competitive advantages.
  • Ensure the accuracy of cost estimates, pricing structures, and technical details in the bid proposals.
  1. Tender Strategy & Planning :
  • Develop a clear tender strategy in line with company goals, identifying key opportunities for winning bids.
  • Conduct market research to identify potential tender opportunities and stay informed on industry trends and competitor activities.
  • Create competitive bidding strategies to enhance the company’s chances of securing tenders.
  1. Risk Assessment :
  • Evaluate the financial, legal, and technical risks associated with each tender and propose mitigation strategies.
  • Work with legal and compliance teams to review contracts and agreements to minimize risk exposure.
  1. Client & Stakeholder Management :
  • Liaise with clients, government bodies, and external stakeholders during the tender process to gather insights and ensure requirements are met.
  • Develop and maintain strong relationships with key decision-makers in relevant industries and sectors.
  1. Post-Tender Negotiation & Follow-Up :
  • Participate in post-tender negotiations, ensuring favorable terms and conditions for the company.
  • Ensure proper follow-up on submitted tenders and maintain a pipeline of tender opportunities.
  • Address and resolve any issues or queries that arise during the post-tender phase.
  1. Tender Documentation & Reporting :
  • Ensure all tender documentation is organized, filed, and maintained for future reference and audit purposes.
  • Provide regular reports to senior management on the status of tenders, win/loss ratios, and key insights.
  • Maintain a database of past tenders, outcomes, and lessons learned to improve future bids.
  1. Team Leadership & Collaboration :
  • Lead and mentor a team responsible for tender preparation and submission, fostering a collaborative and efficient working environment.
  • Work closely with cross-functional teams to ensure alignment on bid strategies, technical aspects, and pricing.
  • Provide training and development opportunities to team members to enhance their tendering skills.
  1. Compliance & Legal :
  • Ensure compliance with local laws, regulations, and internal company policies during the tendering process.
  • Work closely with the legal team to review and ensure contractual obligations are clear and manageable.

Qualifications:

  • Education : Bachelor’s degree in Business, Engineering, Procurement, or a related field. MBA or professional certification in Procurement/Bidding is preferred.
  • Experience : Minimum of 8-10 years of experience in tender management, procurement, or a related field, with at least 5 years in a leadership role.
  • Skills :
  • Strong understanding of tendering processes, procurement laws, and contract management.
  • Excellent negotiation, communication, and interpersonal skills.
  • Proven experience in managing complex bids and proposals.
  • Strong analytical skills with the ability to assess risks and opportunities.
  • Proficiency in MS Office and tender management software.

Key Attributes:

  • Strong attention to detail and ability to work under tight deadlines.
  • Results-oriented with a focus on winning high-value tenders.
  • Leadership and team management skills.
  • High level of integrity and ethical standards.
  • Ability to work collaboratively with cross-functional teams.