Government and Private Sector Bidding Officer

Role summary The Government and Private Sector Bidding Officer is responsible for identifying, preparing, submitting, and managing bids and tenders for pharmaceutical products with government ministries, public healthcare institutions, NGOs, international organizations, and private healthcare providers. The role ensures that all tender submissions are accurate, competitive, compliant with procurement requirements, and submitted within prescribed deadlines. Duties and responsibilities Tender Monitoring Monitor government procurement portals, donor agencies, NGOs, hospitals, and private organizations for tender and bidding opportunities. Maintain a tender calendar and ensure timely action on all bidding opportunities. Review tender documents and determine eligibility and submission requirements. Bid Preparation and Submission Prepare complete technical and financial proposals in accordance with tender specifications. Coordinate with Regulatory Affairs, Finance, Supply Chain, Sales, and Management to obtain all required documentation. Prepare bid forms, pricing schedules, technical specifications, product dossiers, company profiles, and supporting documents. Ensure all bids are complete, accurate, and submitted before the deadline. Maintain confidentiality of pricing and bid information. Contract Management Coordinate post-award activities, including contract review, purchase orders, performance guarantees, and documentation. Monitor contract implementation and delivery schedules. Ensure compliance with contract terms and procurement conditions. Regulatory Compliance Ensure all tender submissions comply with national pharmaceutical regulations and procurement rules. Maintain updated product registrations, GMP certificates, certificates of pharmaceutical product (CPP), manufacturing licenses, and other regulatory documents. Verify that all required legal and compliance documents remain valid. Pricing and Commercial Analysis Prepare competitive pricing in consultation with management. Analyze competitor pricing, procurement trends, and market conditions. Maintain historical records of bids, pricing, and tender outcomes. Stakeholder Coordination Liaise with government procurement authorities, hospitals, NGOs, international organizations, distributors, and company departments. Respond promptly to requests for clarification and additional documentation. Attend bid openings, clarification meetings, and procurement conferences when required. Documentation and Reporting Maintain an organized electronic and physical filing system for all tender documents. Prepare regular reports on submitted tenders, awarded contracts, success rates, and pending opportunities. Keep management informed of upcoming opportunities and procurement trends. Continuous Improvement Recommend improvements to bidding processes and documentation. Maintain knowledge of procurement laws, donor procurement guidelines, and pharmaceutical tender requirements. Job requirements Bachelor's degree in Pharmacy, Business Administration, Public Administration, Law, Supply Chain Management, or a related field. Additional training or certification in procurement, contract management, or tendering is an advantage. Minimum of 3–5 years of experience in pharmaceutical tendering, procurement, contracts, or business development. Experience with government, NGO, UN agency, and private healthcare tenders is highly desirable. Required Skills Tender and bid preparation Government procurement procedures Contract administration Strong analytical and organizational skills Attention to detail and accuracy Financial and commercial analysis Negotiation and communication skills Time management and ability to meet strict deadlines Microsoft Office (Excel, Word, PowerPoint) Experience with electronic procurement (e-procurement) platforms is an advantage Key Performance Indicators (KPIs) Number of bids submitted on time Tender success (award) rate Value of contracts awarded Accuracy and completeness of tender submissions Compliance with procurement requirements Timely submission of post-award documentation Contract execution and delivery performance Maintenance of tender documentation and records Customer and stakeholder satisfaction