Tender Specialist

Job Purpose

The Tender Specialist is responsible for managing the full tender lifecycle for government and private healthcare institutions across the UAE. This role ensures timely, compliant, and competitive tender submissions, maximizes winning potential, and safeguards the company’s pricing, regulatory, and contractual requirements. The Tender Specialist acts as a key link between sales, regulatory, supply chain, finance, and government procurement bodies.

Key Responsibilities

1. Tender Management & Submission

• Monitor all tender portals and procurement platforms (e.g. RAFED, Mubadala, UPP).
• Review tender announcements, requirements, and specifications to assess eligibility and commercial feasibility.
• Prepare, compile, and submit tender documents in line with guidelines, timelines, and compliance requirements.
• Maintain a calendar of all upcoming tenders, renewals, and contract expiry dates.
• Strong business relationships with Key stakeholders of Governmental hospitals (Clinical pharmacists, Head of Pharmacy, Head of Departments, procurement) and the medical stores.

2. Pricing & Commercial Analysis

• Coordinate with finance and commercial teams to prepare competitive pricing proposals.
• Conduct market analysis to understand competitor pricing and positioning.
• Review historical tender data to support pricing strategies.
• Ensure pricing approvals are secured internally as per company policy.

3. Cross-Functional Coordination

• Work closely with regulatory to ensure all product registrations, certificates, and documentation are valid and updated.
• Coordinate with supply chain for stock availability, delivery timelines, and product substitution options where applicable.
• Liaise with sales teams to align tender submissions with market strategy and customer expectations.

4. Contract Management

• Review awarded tenders and ensure timely contract signature and documentation.
• Track contract performance (pricing, quantities, penalties, delivery terms) to ensure full compliance.
• Coordinate renewals, variations, and amendments when needed.

5. Documentation & Compliance

• Maintain an organized repository of all tender documents, approvals, and correspondence.
• Ensure all submissions comply with UAE procurement laws and institutional tender requirements.
• Keep updated on changes in tender regulations, especially for federal and emirate-level healthcare authorities.

6. Reporting & Analysis

• Prepare tender status reports, award analysis, and win/loss reports for management.
• Highlight risks, opportunities, and trends in the tender environment.
• Provide insights to guide sales forecasting and annual budget planning.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Pharmacy, Supply Chain, or related field.
• 2–5 years of tender experience in the pharmaceutical or healthcare industry within the UAE (mandatory for most companies).
• Strong knowledge of UAE tender processes (RAFED, Mubadala, UPP ).
• Experience in pricing, contracts, and government procurement is highly preferred.

Skills & Competencies

• Excellent attention to detail and strong organizational skills.
• Strong analytical and numerical skills.
• Ability to manage multiple tenders simultaneously with tight deadlines.
• Excellent written and verbal communication skills (English; Arabic is a plus).
• Proficiency in MS Office (Excel, Word, PowerPoint) and tender portals.
• High level of integrity and compliance awareness.

Key Behaviors

• Proactive, deadline-driven, and accountable.
• Strong coordination and stakeholder management skills.
• Business-minded with strong problem-solving abilities.
• Ability to work effectively under pressure.