Job Type: Onsite - Full Time
Education: Bachelor’s Degree
Experience: Intermediate
Vacancies: 1
Skills: Tender Offer, Tenderizing

JOB DESCRIPTION

Position: IT Officer – Tender Preparation

Reports to: General Manager / Tender Manager
Employment Type: Full-Time
Work Location: Office-Based

1. Job Summary

The IT Officer – Tender Preparation is responsible for preparing, organizing, formatting, and submitting tender documents for public and private procurement opportunities. The position requires strong computer skills, attention to detail, and the ability to prepare accurate technical and financial documents in accordance with tender requirements and submission deadlines.

2. Key Responsibilities

A. Tender Document Preparation
• Review tender documents and identify submission requirements, eligibility criteria, deadlines, and required attachments.
• Prepare and organize technical and financial tender documents according to the tender instructions.
• Prepare company profiles, technical proposals, financial proposals, and other supporting documents.
• Compile business licenses, tax clearance certificates, VAT registration documents, TIN certificates, experience certificates, and other required company documents.
• Format, edit, scan, print, merge, and convert documents into PDF and other required formats.
• Prepare tender submission checklists to ensure all mandatory documents are included.

B. Electronic Tender Submission
• Register and maintain company profiles on relevant e-procurement platforms.
• Upload tender documents and supporting attachments to electronic tendering systems.
• Verify uploaded files, document formats, and submission requirements before the deadline.
• Maintain records of submitted tenders, submission dates, and confirmation receipts.
• Support the team in resolving basic technical problems related to electronic submissions.

C. Technical and Financial Documentation Support
• Assist engineers and other relevant staff in organizing BOQs, technical specifications, work schedules, and project proposals.
• Enter and format quantities, unit rates, and financial figures provided by authorized technical or finance staff.
• Check document consistency, calculations, page numbering, and formatting.
• Coordinate with the engineering, finance, procurement, and management teams to collect missing information.
• Ensure that technical and financial documents are prepared in the required formats and kept separate where required by the tender instructions.

D. IT and Office Support
• Maintain office computers, printers, scanners, internet connections, and other IT equipment.
• Troubleshoot basic hardware, software, and network problems.
• Manage electronic files, folders, backups, and document security.
• Maintain organized digital and physical archives of tender documents.
• Provide general IT support to employees when necessary.

E. Tender Tracking and Reporting
• Maintain a tender register showing tender names, procuring entities, submission deadlines, bid amounts, and submission status.
• Monitor tender announcements and deadlines on relevant procurement platforms.
• Prepare periodic reports on submitted, pending, and awarded tenders.
• Notify management of upcoming deadlines and missing documents.

3. Required Qualifications
• Diploma or Bachelor's Degree in Information Technology, Computer Science, Information Systems, or a related field.
• Strong computer skills and proficiency in Microsoft Word, Excel, and PowerPoint.
• Experience with PDF editing, document scanning, file conversion, and electronic document management.
• Knowledge of electronic procurement and e-tendering platforms is an advantage.
• Basic knowledge of BOQs, tender documents, and procurement procedures is an advantage.

4. Required Experience
• Minimum of 1–2 years of relevant experience is preferred.
• Experience preparing and submitting tenders for construction, aluminum, finishing works, or general trading companies is an advantage.
• Fresh graduates with strong computer skills and relevant practical knowledge may also apply.

5. Required Skills and Competencies
• Excellent attention to detail and document accuracy.
• Good organizational and time-management skills.
• Ability to work under pressure and meet strict deadlines.
• Strong communication and coordination skills.
• Ability to maintain confidentiality of company and financial information.
• Good typing, formatting, scanning, and electronic filing skills.
• Ability to identify missing documents and resolve submission issues promptly.

6. Key Performance Indicators (KPIs)
• Timely submission of tender documents.
• Accuracy and completeness of tender files.
• Compliance with tender submission instructions.
• Proper organization and tracking of tender records.
• Reliable maintenance of office IT equipment.
• Minimal errors, omissions, and document-related delays.Salary: Negotiable

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