The main mandate of this position is to supervise all procurement activities under the tender room including reviewing and approval of tender sales, reviewing of bids received and observing tender opening process. Supervising documentation related to Tender opening and managing staff. The incumbent is required to supervise dispatch operations, public handling, liaising with user departments, as well as to represent in the bid opening committee. Candidate having prior knowledge pertaining to PPRA rules and regulations will be preferred.

Job Description/Responsibilities:

• Receive and review all documents related to the tender process.
This includes verifying the completeness and accuracy of the documents before they are issued to the suppliers.
• Monitor the tender sale management process, ensuring that it is conducted smoothly and in accordance with the established procedures.
Handle any issues or challenges that may arise during the tender sale and take necessary actions to resolve them.
• Ensure that the tender process complies with all relevant rules, regulations, and registrations with government or semi-government bodies.
This may include ensuring registration with entities such as NTN (National Tax Number), SRB (Sindh Revenue Board), PPRA (Public Procurement Regulatory Authority), PEC (Pakistan Engineering Council) as per tender requirements.
• Ensure smooth dispatch management; receipt and recording of tender requests through mail and timely delivery through courier:
• Correspond with suppliers to address queries received through mail, email, phone, or personal interaction:
• Ensure smooth receiving of bids and proper recording with date, time, and samples if any: Oversee the process of receiving bids from suppliers.
This involves ensuring that bids are received smoothly and recorded accurately, including noting the date and time of receipt. 
• Oversee the bid opening process, which should be conducted publicly.
This involves coordinating and conducting the bid opening session at the scheduled date and time. along with the bid opening committee and consisting of relevant stakeholders, 
• Ensure accurate and timely data entry, tapping, and scanning of tender documents.
This includes recording all relevant information and digitizing the tender documents within the specified time limits.
• Analyze bid offers after completion for removal of any shortcomings: upon completion of the bid opening process.
Scrutinize the financial bid offers received such as bid bond and other guarantees. Monitor proper recording of financial documents received in the tender sale section and received as earnest money along with bids:
• Transfer custody of financial documents to the Treasury Function Department on a timely basis.
 
• Coordinate with user departments in case of single bid receive or any other queries:
• In situations where only a single bid is received for a tender or when queries arise from the user departments, act as the point of coordination.
Liaise with the user departments to understand their requirements and address any concerns or queries they may have regarding the tender process.
• Serve as a central point of coordination between the Tender Room and other sections within the procurement department.
Collaborate with various sections, such as the Tender Enquiry, Tender Management, and Administration sections, to ensure effective communication, smooth workflow, and timely completion of tasks throughout the tender process. This coordination helps to streamline operations and facilitate efficient procurement procedures.
• Identify and assess risks under their management/ownership.
• Develop and implement risk response strategies for the risks under their management.
• Monitor risks and response strategies under their management.
• Ensure the accuracy and timeliness of information provided for risk reporting.