Job Description

Job Purpose:

To plan, organize and execute activities related to the General Tenders Committee (GTC) Affairs Department under the guidance and operational supervision of the Manager – GTC Affairs

Key Result Areas:

• Develop and maintain GTC governance frameworks, policies, and procedures, ensuring alignment with relevant standards and international best practices.
• Review all documentation submitted to GTC to check for compliance with regulations, policies and procedures. Ensuring that all documents are fulfilling the GTC submission guidelines.
• Monitor the bid management process to ensure that it is aligned with the organization's requirements while complying with policies & procedures.
• Provide recommendations to Manager - GTC Affairs on tendering processes and risk mitigation for high-value projects.
• Monitor and manage the records and files related to the GTC Affairs activities and following up the transactions until the necessary decisions are taken in that respect and provide updates to the Manager – GTC Affairs periodically.
• Carry out the scheduling and execution of GTC related duties under the supervision of the Manager - GTC Affairs.
• Attend meetings as and when requested by the Manager – GTC Affairs and provide professional feedback based on previous experience and own acquired expertise in relation to the subjects under consideration
• Review the internal and external memos, meeting agenda, Minutes of Meetings which are done by the GTC Administrator, to ensure that accurate information.
• Prepare GTC documents such as Meeting Agendas, Decisions, Minutes of Meetings after meetings, MEMOs, reports, etc, have them reviewed by the Manager of GTC Affairs who shall get GTC Secretary’s endorsement.
• Monitor adherence to governance standards across all tenders, reporting deviations and recommending corrective actions.
• Communicate policy / procedure changes to relevant stakeholders, explaining the strategic implications on tendering processes.
• Act as GTC Affairs focal point for internal and external audits, ensuring transparency and compliance to relevant regulations & procedures.
• Build strong relationships with internal and external stakeholders, to ensure collaborative approach in problem solving.
• Define KPIs and reporting mechanisms for GTC Affairs operations, ensuring timely and accurate performance insights for GTC and GTC Secretary.
• Prepare GTC annual report to be reviewed by the Manager - GTC Affairs, who shall get GTC Secretary’s endorsement to share it with the GTC.
• Inform the End-user/Procurement of GTC’s decisions and directives after GTC’s meetings/email circulation.
• Assist the supervision in releasing of Technical & Commercial Bids.
• Represent the Manager of GTC Affairs in his/her absence.
• Other reasonable tasks as assigned by supervisor

Minimum Knowledge, Skills & Experience:

• Bachelor’s degree in any discipline preferably in Business Administration/Law and 6-8 years of relevant full-time work experience; 3 of which at a supervisory level
• Experience in the full tendering cycle, i.e., pre-tender, tendering, and post award, as well as independent review of tender and contract documents
• Experience in board/committee/other meetings management
• Excellent planning and organization skills with strong attention to detail
• Excellent interpersonal communication and negotiation skills
• Excellent time management skills; able to organize resources and establish priorities; works well under pressure
• Excellent communication skills, with the ability to draft/edit a variety of written documents and articulate ideas clearly and concisely; excellent oral communication skills; Arabic proficiency a plus.
• Proficiency in MS Office applications and Oracle ERP.