Tendering/Contracting Manager

Job Purpose To lead and manage the Tenders and Contracts function by ensuring the effective planning, execution, and governance of procurement, tendering, contracting, and supplier management activities in compliance with organizational policies, applicable regulations, and best practices. The role is responsible for driving operational efficiency, mitigating procurement-related risks, ensuring transparency and compliance throughout the tendering process, and supporting the achievement of organizational objectives. Key Responsibilities Strategic Planning and Department Management Develop the annual operational plan for the Tenders and Contracts Department in coordination with the Sector Head, ensuring alignment with the organization's strategic objectives and priorities. Establish and monitor departmental Key Performance Indicators (KPIs), submitting them to the direct manager for review and approval. Prepare the annual workforce plan for the department based on anticipated business requirements and coordinate with the Human Resources Department to ensure the implementation of the approved workforce plan. Develop, review, and continuously update departmental policies, procedures, and process manuals, ensuring alignment with operational requirements and organizational standards. Ensure the effective implementation of approved policies, procedures, and internal controls across all departmental activities. Tendering and Procurement Management Oversee the maintenance and updating of purchase order registers, procurement tracking systems, and tender monitoring records. Review tender documents, terms and conditions, procurement requests, project proposals, and related requirements to ensure completeness, accuracy, and compliance. Lead and supervise the issuance of tenders, requests for proposals (RFPs), requests for quotations (RFQs), and all associated documentation in accordance with approved procurement policies and procedures. Coordinate with requesting departments to verify the alignment of technical specifications, requirements, and evaluation criteria with submitted bids and proposals. Ensure the proper preparation and review of all technical tender documentation, specifications, drawings, appendices, and supporting materials. Review and approve tender committee reports related to bid opening, technical and financial evaluations, negotiations, and award recommendations. Oversee the preparation of tender evaluation reports and award recommendations while ensuring the integrity, transparency, and compliance of all evaluation processes. Contract Administration and Compliance Review supplier contracts and ensure that all contractual agreements include appropriate commercial terms, penalties, timelines, legal obligations, compliance requirements, health and safety provisions, environmental requirements, quality standards, and other relevant contractual conditions. Coordinate with Legal, Finance, and other relevant departments to ensure compliance with applicable laws, regulations, and organizational policies throughout the contracting process. Ensure the proper management of bank guarantees, bid bonds, performance bonds, and other supplier securities in coordination with the Finance Department, including their timely release when applicable. Supplier Management Lead the development, maintenance, and continuous enhancement of supplier databases and vendor management systems. Establish effective supplier relationship management practices and oversee supplier communications in accordance with approved policies and procedures. Oversee supplier registration, classification, qualification, performance evaluation, and requalification processes based on contractual performance, technical compliance, and organizational requirements. Monitor supplier performance and recommend improvement actions to ensure the delivery of high-quality products and services. Reporting and Performance Management Review periodic operational reports (weekly, monthly, and quarterly) covering departmental performance, progress against plans, key achievements, identified risks, performance gaps, and recommended corrective actions. Present performance updates, analysis, and recommendations to the direct manager in a timely manner to support informed decision-making. Conduct performance evaluations for direct reports and oversee the performance management process across the department, ensuring fairness, objectivity, and consistency. Approve and monitor employee training and development plans, ensuring that departmental capabilities are continuously enhanced to meet current and future business needs. Foster a culture of accountability, collaboration, continuous improvement, and professional excellence within the department.