Tender Executive

1. Role Summary

The Tender Executive manages end-to-end preparation and submission of Government/PSU/CSR/private Requests for Proposal (RFPs) and e‑tenders for skill development programs. The role ensures clause-by-clause compliance, accurate documentation, error-free financials/BoQs, timely e‑submission with Class‑3 DSC, and audit-ready records. The position requires close coordination with Operations, Finance, HR, and Legal to produce competitive and compliant bids.

1. Key Responsibilities

2. Opportunity Tracking: Monitor CPPP/eProc, GeM, and state e‑tender portals; maintain tender calendar and corrigenda log.

3. Eligibility Screening: Map pre‑qualification criteria (turnover, experience, EMD/MSME exemption, PF/ESI, ISO); highlight risks and gaps.

4. Bid Kick‑off & Coordination: Run checklists, allocate owners for technical write‑ups, CVs, formats, annexures, and evidence collation.

5. Documentation Assembly: Collate PAN, GST, UDYAM/MSME, PF/ESI, ISO, audited FS, CA certificates, work orders/completion certificates, affidavits/undertakings in exact formats.

6. Technical Proposal: Draft/edit approach & methodology, mobilisation & placement plan, centre layouts (with Ops), QA/monitoring, risk & mitigation, timelines/Gantt.

7. Commercials/BoQ: Prepare and validate price sheets with Finance; verify taxes, formulas, rounding; ensure no hidden columns or arithmetic errors.

8. Authorisations: Prepare Board Resolution/Power of Attorney and get sign‑offs; manage Class‑3 DSC token and encryption utilities.

9. e‑Submission & Dispatch: Upload, sign, and submit on portals; manage physical submissions (if required)—sealing, indexing, page numbering, courier tracking.

10. Clarifications & Pre‑Bid: Draft queries, attend meetings (virtual/physical), and file responses/acknowledgements on time.

11. Post‑Bid Support: Track technical/commercial opening, respond to clarifications, and support LOA/NOA acceptance, BG/EMD, and contract execution.

12. Compliance Records: Maintain bid repository, version control, certificate renewal calendar, and audit trail for every submission.

13. Integrity Controls: Enforce two‑person rule for price files; prevent overbilling/incorrect claims; ensure zero use of forged/altered documents.

14. Qualifications & Experience

15. Graduate (Commerce/Business/Engineering). MBA/PGDM preferred.

16. 2–4 years of hands‑on experience in Indian government e‑tendering (CPPP/eProc/GeM/state portals).

17. Prior exposure to skill development RFPs (DDU‑GKY, PMKVY, NULM/NRLM, State Skill Missions) is an advantage.

18. Skills & Competencies

19. Excellent RFP reading, clause mapping, and checklist discipline.

20. Advanced MS Excel/Google Sheets for BoQ and pricing verification; strong Word/PDF skills.

21. Clear business writing for technical sections; PowerPoint formatting.

22. Basic understanding of GST, MSME/UDYAM, EPF/ESI, contract formats, affidavits, and bank guarantees.

23. Time management, stakeholder coordination, negotiation, and attention to detail.

24. High integrity and confidentiality; ability to work under tight deadlines.

25. Tools & Platforms

26. Portals: CPPP/eProc, GeM, state e‑tenders
    • DSC: Class‑3 token and client
    • Productivity: MS Office/Google Workspace
    • File utilities: PDF merge/optimizer, ZIP tools
    • Repositories: Drive/SharePoint for version control

27. Key Performance Indicators (KPIs)

28. Zero‑defect submissions (% bids without compliance or arithmetic errors).

29. Hit rate: Qualified bids / total bids; Win rate: Wins / qualified bids.

30. On‑time submission (% bids submitted before portal cutoff).

31. Cycle time: RFP release → internal freeze → submission.

32. Certificate/Document hygiene: 100% valid on submission date.

33. Reporting & Interfaces

Reports to: Bid Manager / Head – Bids & Proposals (or COO in small setups)

Interfaces with: Operations, Finance, HR, Legal/Compliance, Centre Teams, Vendors/Notary/Bank for BG/EMD

1. Authorisation & Compliance

2. Will be nominated as authorised signatory via Board Resolution/Power of Attorney for bid submission and clarifications (as applicable).

3. Custodian of the Company's Class‑3 DSC for tender use with audit trail.

4. Adheres to Anti‑Fraud & Financial Integrity Policy (no overbilling/wrong invoices/misreporting), POSH, and Data Protection/Confidentiality policies.

5. Working Conditions

6. Extended hours near submission deadlines; occasional travel for pre‑bid meetings or physical submissions.

7. Must ensure reliable internet, power backup for DSC and uploads; comfortable with last‑minute corrigenda.

8. Red Flags to Avoid

9. Missed corrigenda/addenda; expired certificates; unsigned/undated annexures.

10. Wrong BoQ formulas/taxes; arithmetic or unit errors; hidden columns.

11. Single‑person control of price files; lack of version control.

12. Copy‑paste technical content not tailored to scope; misaligned experience numbers vs CA certificates.

13. Equal Opportunity

We are an equal opportunity employer. All hiring decisions are based on merit, qualifications, and business needs.

Job Types: Full-time, Permanent

Pay: ₹25, ₹35,000.00 per month

Benefits:

• Cell phone reimbursement
• Health insurance
• Leave encashment
• Provident Fund

Work Location: In person