Bid Officer

Duration of Employment: Indefinite  Salary: Per Company Scale  Reports to: Head of Tender Unit  Direct Working Link With : Head of Tender Unit, Bid Specialists  About Organization  Lennox Trading is a diversified, multi-sector trading and service company established as a reliable one-stop solution provider. The organization specializes in the supply, distribution, export, installation, and after-sales services across various strategic industries, adhering to international quality standards. The company participates in bids/tenders to provide governmental and non-governmental organizations with various equipment such as industrial machineries, ICT infrastructure products, construction machineries, electromechanical machineries and office technology products.  We are looking for a highly organized, detail-oriented, and proactive Bid Officer who can effectively support the preparation of competitive and technically compliant bids for construction heavy machinery, vehicles, industrial electromechanical equipment, and ICT infrastructure products.The ideal candidate must have strong documentation and coordination skills, the ability to carefully follow tender requirements, and the capacity to support Bid Specialists in compiling accurate, complete, and well-organized bid submissions within strict deadlines. Position Summary The Bid Officer is responsible for providing comprehensive administrative and technical support to the two Bid Specialists (Electromechanical and ICT Infrastructure) in the preparation and submission of competitive and compliant bids. The role focuses on document preparation, sample coordination, purchasing of bid documents, organizing supplier materials, compiling submission files, and ensuring timely logistical and administrative support throughout the tender process. The Bid Officer plays a critical operational role in ensuring that all bids are complete, organized, compliant, and submitted on time. Key Responsibilities  Regularly monitor tender announcements from government and non-government portals. Purchase bid/tender documents as required. Register and track new tenders in the tender tracking system. Distribute tender documents to relevant Bid Specialists for review. Organize both digital and physical tender files systematically. Support Bid Specialists in preparing administrative and technical documents. Compile, format, print, bind, and organize bid submission documents. Prepare checklists to ensure completeness of required documents. Assist in preparing compliance tables and document formatting. Coordinate internal signatures and approvals for submission documents. Coordinate preparation and labeling of product samples when required. Ensure proper packaging and timely delivery of bid samples. Follow up with suppliers for brochures, catalogs, authorization letters, and certifications. Maintain organized records of supplier documentation. Request quotations from suppliers as instructed by Bid Specialists. Follow up on technical datasheets and compliance documents. Support coordination of bid securities, bank guarantees, and insurance documents. Arrange bid submission logistics including transport and delivery confirmation. Ensure bids are submitted before deadlines. Maintain submission proof and documentation records. Support preparation of clarification responses if requested by clients. Assist in organizing documents for post-award handover to the Fulfilment Unit. Update tender tracking sheets (submitted, pending, awarded, lost). Maintain updated supplier and document databases. Assist in preparing weekly and monthly tender performance reports. Archive completed bid documents for future reference. Performance Indicators Timely preparation and submission of complete bid documents. Zero missing documentation during submission. Organized and updated tender tracking system. Efficient coordination of samples and supplier documents.