Bidding assistant - tenders

ABOUT THE ROLE

We are looking for an organised Bidding Assistant to help identify and prepare tender opportunities for one of our client businesses.

The client business provides commercial cleaning and related services to businesses and organisations in Malawi.

This is a junior, hands-on role. You do not need to be a procurement specialist or senior tender professional. However, you should already have some practical familiarity with tenders, bids or procurement documents and understand the importance of following requirements and meeting deadlines.

WHAT YOU WILL DO

Your main responsibility will be helping us find and submit suitable tenders.

• Search regularly for relevant public and private-sector tenders.
• Monitor tender websites, portals, procurement notices and other sources.
• Keep a simple tracker of opportunities and deadlines.
• Download and review tender documents.
• Identify the documents and information required for each submission.
• Prepare and organise client company documents for tenders.
• Complete standard tender forms and supporting documentation.
• Help prepare and format tender submissions.
• Follow up internally for information needed to complete bids.
• Check that all required documents are included before submission.
• Upload, deliver or otherwise submit tenders correctly and on time.
• Keep organised electronic records of submitted tenders.
• Maintain reusable client company information, certificates and tender documents.
• Attend tender briefings or site visits when required.
• Follow up on submitted tenders and record outcomes.

The client management team will be responsible for deciding which opportunities to pursue, setting commercial pricing and approving final submissions.

Requirements

• Some previous exposure to tenders, bids, procurement or proposal preparation.
• Ideally at least 6-12 months of relevant practical experience.
• Comfortable using Microsoft Word, Excel, email and the internet.
• Good written English.
• Organised and careful with documents.
• Able to follow detailed instructions.
• Comfortable working to deadlines.
• Reliable and willing to learn.

A certificate or diploma in procurement, business administration, marketing or a related area would be useful, but a degree is not required. Experience with government, NGO or corporate tenders would be an advantage.

We are interested in what you have actually done, rather than your job title. If you have previously helped prepare tender documents, searched for opportunities, completed bid forms, organised supporting documents or submitted tenders, we would like to hear from you.

HOW TO APPLY

Apply with your CV and a short message explaining:

1. What experience you have with tenders or bids.
2. What you personally did as part of the tender process.
3. Approximately how many tenders or bids you have worked on.
4. Your current location.
5. Your availability to start.