Overview

• Check documents and approvals before invitation and ensure timely and accurate advertisement.
• Responsible to provide assistance for tender opening and to maintain record of pre-qualified Contractors.

Responsibilities

Tender Procedural Activities

• Checks tender documents/approvals before releasing for advertisement/invitation and provides contractual inputs to tender documents.
• Ensures that advertisements are accurate and are released in time.
• Verifies all tenders’ submissions to ensure that the submissions are in order and liaises with Manager Supply Chain regarding all non-compliance items to Standard Instructions and Conditions for PTCL Tenders.
• Arranges for necessary assistance to the tenders opening committee and arranges the distribution of tender documents to the Evaluation Committee member.
• Keeps custody of offers, bid bonds, performance bonds and advance payment guarantees, checks them for wordings, amount, validity etc. and requests for extension prior to expiry, following-up as required. Releases Bonds when due and prepares regret letters.
• Monitors the process of all tenders and reports to Manager/ Contracts any abnormalities.
• Checks relevant management approvals for contracts preparation, attend initial preparation of draft agreements, amendments, addendum etc., incorporates necessary attachments - technical, commercial and financial inputs and updates the documents in liaison with concerned department.
• Obtains necessary clarifications with regard to technical annexes, Bill of Quantities, training details etc. from concerned Department.

Record Maintenance & Security

• Ensures that all records/documentation including the list of pre-qualified contractors are properly maintained and updated.
• Inputs and updates the details of bank guarantees (performance bonds, advance payment guarantees etc.) in the computer system, safe custody of all bank guarantees and power of attorney.
• Inputs and updates the details of bank guarantees (performance bonds, advance payment guarantees etc.) in the computer system, safe custody of all bank guarantees and power of attorney.
• Calls for Performance Bond for each purchase order and advance payment guarantees for the invoices submitted to Finance Department- checks the wording, validity, call for amendment if the text is not suited to our requirement. Calls for extension, if the Provisional/Final Acceptance Certificates are not issued within the validity period.
• Maintains register of all Tender documents/contracts, controls the filing of all documents to ensure accurate records are maintained for those issued out or sent to storage.
• Stores all contracts and documents in a computerized system to ensure proper follow-up.

Reporting

• Preparation of Weekly Reports
• Submission of Dashboards (daily / weekly) to Management.
• Updating / Monitoring of Delivery Tracker to ensure deliveries as per PO/ agreement.
• Maintain complete record pertaining to Vendor Management and submission of dashboard summary / reports to Management as per requirement.
• Any other projects assigned by the Supervisor

 Functional Competencies:

• Process Tendering
• Supplier Management
• Supply Chain Strategy
• Vendors Selection