About
this job:

Q-Sourcing
Tanzania Limited is a manpower management solutions firm operating in the East
African Region in the countries of Tanzania, Uganda, Kenya, Rwanda, and South
Sudan.

On behalf of our Tanzania based
client, we are looking for a competent and experienced
Procurement and Bidding Officer.

JOB PURPOSE.

To
identify business opportunities, coordinate tender and quotation submissions,
manage procurement processes, oversee supplier relationships, coordinate
logistics, and maintain inventory control to support business growth and
successful project delivery.

POSITION IN THE COMPANY

Position
Title:
Procurement
and Bidding Officer

Reports
To:
Manager
Finance and Administration/ Chief Executive Officer (CEO)

Grade
:
MG2

KEY DUTIES AND RESPONSIBILITIES

A. Tender
Monitoring and Business Opportunity Identification

• 
  Monitor
  government procurement portals, tender boards, newspapers, donor-funded
  projects, and private sector opportunities.
• 
  Maintain
  an updated pipeline of tender opportunities.
• 
  Analyze
  tender requirements and assess company eligibility.
• 
  Coordinate
  bid-go/no-go assessments with management.
• 
  Develop
  and maintain a tender tracking system.

B. Bid
and Proposal Management

• 
  Coordinate
  preparation and submission of quotations, proposals, expressions of
  interest, and tender bids.
• 
  Prepare
  administrative, commercial, and compliance sections of submissions.
• 
  Coordinate
  with Manager ICT and Manager Energy to obtain technical inputs.
• 
  Compile
  statutory documents, certifications, licenses, and references required for
  submissions.
• 
  Ensure
  bids are compliant with tender requirements and submission instructions.
• 
  Manage
  bid submission schedules and deadlines.
• 
  Maintain
  bid records, archives, and lessons learned databases.

C. Procurement
Management

• 
  Plan
  and execute procurement activities in accordance with company policies and
  project requirements.
• 
  Obtain
  quotations from vendors and suppliers.
• 
  Conduct
  supplier evaluations and comparisons.
• 
  Negotiate
  pricing, delivery schedules, payment terms, and warranties.
• 
  Prepare
  purchase requisitions, purchase orders, and procurement documentation.
• 
  Coordinate
  procurement for both ICT and Energy projects.
• 
  Ensure
  timely acquisition of materials, equipment, and services.

D. Supplier
and Vendor Management

• 
  Develop
  and maintain a qualified supplier database.
• 
  Build
  and maintain strategic relationships with manufacturers, distributors,
  contractors, and service providers.
• 
  Evaluate
  supplier performance regularly.
• 
  Monitor
  vendor compliance with contractual obligations.
• 
  Identify
  alternative suppliers to reduce procurement risks.
• 
  Support
  strategic partnerships with technology and equipment vendors.

E.
Logistics and Supply Chain Coordination

• 
  Coordinate
  transportation and delivery of equipment to project sites.
• 
  Monitor
  shipment schedules and delivery timelines.
• 
  Track
  ordered goods from purchase through final delivery.
• 
  Coordinate
  customs clearance and importation processes when necessary.
• 
  Ensure
  project teams receive equipment and materials on time.
• 
  Maintain
  logistics records and documentation

F. Inventory
and Asset Management

• 
  Establish
  and maintain inventory management systems.
• 
  Monitor
  stock levels and recommend replenishment actions.
• 
  Maintain
  records of inventory movement and utilization.
• 
  Conduct
  periodic stock counts and reconciliations.
• 
  Manage
  safeguarding and accountability of company inventory.
• 
  Coordinate
  issuance and return of project materials and equipment.
• 
  Assist
  with fixed asset tracking and control.

G.
Contract
Administration Support

• 
  Assist
  in preparing contract documentation following award of projects.
• 
  Support
  contract implementation by ensuring procurement obligations are fulfilled.
• 
  Maintain
  procurement and supplier contract records.

H.
Reporting

• 
  Prepare
  weekly and monthly reports on:
• 
  Tender
  opportunities.
• 
  Bids
  submitted.
• 
  Procurement
  activities.
• 
  Supplier
  performance.
• 
  Inventory
  status.
• 
  Logistics
  activities.
• 
  Track
  bid success rates and procurement performance metrics.

Key
Performance Indicators (KPIs)

Business
Development & Bidding

• 
  Number
  of opportunities identified.
• 
  Number
  of bids submitted.
• 
  Bid
  compliance rate.
• 
  Bid
  success rate.
• 
  Value
  of contracts awarded.
• 
  Average
  bid turnaround time.

Procurement

• 
  Procurement
  cycle time.
• 
  Cost
  savings achieved through negotiations.
• 
  Procurement
  compliance rate.
• 
  Supplier
  performance levels.

Logistics

• 
  On-time
  delivery rate.
• 
  Delivery
  cost efficiency.
• 
  Number
  of logistics disruptions.

Inventory
Management

• 
  Inventory
  accuracy rate.
• 
  Stock-out
  frequency.
• 
  Inventory
  turnover rate.
• 
  Value
  of obsolete inventory.

Authority
Levels

Authorized
to:

• 
  Solicit
  quotations and negotiate with suppliers.
• 
  Recommend
  supplier selection decisions.
• 
  Coordinate
  bid submissions on behalf of the company.
• 
  Manage
  inventory records and logistics processes.
• 
  Recommend
  procurement strategies and supplier improvements.