Tender Specialist

Key Responsibilities:

• Tender Identification & Analysis: Proactively monitor various tender portals (PPRA, provincial procurement agencies), newspapers, and internal alerts for relevant tender opportunities for medical devices.
• Conduct thorough analysis of Request for Proposals (RFPs), Invitation for Bids (IFBs), Expression of Interests (EOIs), and other tender documents to identify key requirements, technical specifications, commercial terms, and compliance prerequisites.
• Assess the company's eligibility and capability to bid on specific tenders, identifying any potential risks or challenges.
• Bid Preparation & Coordination: Lead the end-to-end preparation of tender documents, ensuring all required information, certifications, and forms are accurately completed and submitted within strict deadlines.
• Collaborate closely with internal stakeholders including Sales, Technical Support, Regulatory Affairs (DRAP expertise), Finance, Legal, and Supply Chain teams to gather necessary product specifications, technical data sheets, regulatory approvals, financial statements, and guarantees.
• Develop compelling and persuasive written proposals, ensuring clarity, accuracy, and adherence to all tender instructions and evaluation criteria.
• Prepare supporting documentation such as company profiles, experience certificates, quality certifications (ISO), and other pre-qualification documents.
• Pricing Strategy & Commercial Terms: Work with the Sales and Finance teams to develop competitive and profitable pricing strategies for each bid, considering market dynamics, competitor pricing, and internal cost structures.
• Ensure all commercial terms, payment schedules, and warranty conditions are clearly articulated and compliant with tender requirements.
• Submission & Follow-up: Manage the physical and/or electronic submission of bids, ensuring all documents are properly compiled, sealed (if required), and submitted on time to the correct authority.
• Attend pre-bid meetings, tender opening ceremonies, and clarification sessions as required.
• Actively follow up on submitted tenders, track their status, and respond to any queries or requests for clarification from procuring entities.
• Support negotiation processes post-bid submission, if required.
• Reporting & Record Keeping: Maintain a comprehensive database of all tender opportunities, submissions, outcomes, and competitor information.
• Prepare regular reports on tender activity, win/loss rates, market trends, and competitive landscape analysis.
• Ensure proper archiving of all tender-related documents for audit and future reference.
• Market Intelligence: Continuously monitor the medical device market in Pakistan for new procurement trends, competitor activities, and regulatory changes that may impact tender strategies.

• Education: Bachelor\'s degree in Business Administration, Pharmacy, Biomedical Engineering, Public Health, Supply Chain Management, or a related field. A Master\'s degree will be a plus.
• Experience: Minimum of 3-5 years of dedicated experience in tender/bid management, specifically within the medical devices or pharmaceutical industry in Pakistan.
• Proven track record of successfully securing public sector tenders under PPRA rules.
• Demonstrable understanding of DRAP regulations for medical device registration and import.

Skills & Competencies:

• Exceptional attention to detail and accuracy in documentation.
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills in English and Urdu.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) – advanced Excel skills are a distinct advantage.
• Ability to work under pressure, manage multiple tenders simultaneously, and meet strict deadlines.
• Strong organizational and time management skills.
• High level of integrity, confidentiality, and ethical conduct.
• Team player with strong interpersonal skills and the ability to collaborate cross-functionally.
• Knowledge of tender management software or ERP systems is a plus.

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