QSTL – PROCUREMENT AND BIDDING OFFICER

About this job:

Q-Sourcing Tanzania Limited is a manpower management solutions firm operating in the East African Region in the countries of Tanzania, Uganda, Kenya, Rwanda, and South Sudan.

On behalf of our Tanzania based client, we are looking for a competent and experienced Procurement and Bidding Officer.

JOB PURPOSE.

To identify business opportunities, coordinate tender and quotation submissions, manage procurement processes, oversee supplier relationships, coordinate logistics, and maintain inventory control to support business growth and successful project delivery.

POSITION IN THE COMPANY

Position Title: Procurement and Bidding Officer

Reports To: Manager Finance and Administration/ Chief Executive Officer (CEO)

Grade: MG2

KEY DUTIES AND RESPONSIBILITIES

A. Tender Monitoring and Business Opportunity Identification

• Monitor government procurement portals, tender boards, newspapers, donor-funded projects, and private sector opportunities.
  
• Maintain an updated pipeline of tender opportunities.
  
• Analyze tender requirements and assess company eligibility.
  
• Coordinate bid-go/no-go assessments with management.
  
• Develop and maintain a tender tracking system.
  

B. Bid and Proposal Management

• Coordinate preparation and submission of quotations, proposals, expressions of interest, and tender bids.
  
• Prepare administrative, commercial, and compliance sections of submissions.
  
• Coordinate with Manager ICT and Manager Energy to obtain technical inputs.
  
• Compile statutory documents, certifications, licenses, and references required for submissions.
  
• Ensure bids are compliant with tender requirements and submission instructions.
  
• Manage bid submission schedules and deadlines.
  
• Maintain bid records, archives, and lessons learned databases.
  

C. Procurement Management

• Plan and execute procurement activities in accordance with company policies and project requirements.
  
• Obtain quotations from vendors and suppliers.
  
• Conduct supplier evaluations and comparisons.
  
• Negotiate pricing, delivery schedules, payment terms, and warranties.
  
• Prepare purchase requisitions, purchase orders, and procurement documentation.
  
• Coordinate procurement for both ICT and Energy projects.
  
• Ensure timely acquisition of materials, equipment, and services.
  

D. Supplier and Vendor Management

• Develop and maintain a qualified supplier database.
  
• Build and maintain strategic relationships with manufacturers, distributors, contractors, and service providers.
  
• Evaluate supplier performance regularly.
  
• Monitor vendor compliance with contractual obligations.
  
• Identify alternative suppliers to reduce procurement risks.
  
• Support strategic partnerships with technology and equipment vendors.
  

E. Logistics and Supply Chain Coordination

• Coordinate transportation and delivery of equipment to project sites.
  
• Monitor shipment schedules and delivery timelines.
  
• Track ordered goods from purchase through final delivery.
  
• Coordinate customs clearance and importation processes when necessary.
  
• Ensure project teams receive equipment and materials on time.
  
• Maintain logistics records and documentation
  

F. Inventory and Asset Management

• Establish and maintain inventory management systems.
  
• Monitor stock levels and recommend replenishment actions.
  
• Maintain records of inventory movement and utilization.
  
• Conduct periodic stock counts and reconciliations.
  
• Manage safeguarding and accountability of company inventory.
  
• Coordinate issuance and return of project materials and equipment.
  
• Assist with fixed asset tracking and control.
  

G. Contract Administration Support

• Assist in preparing contract documentation following award of projects.
  
• Support contract implementation by ensuring procurement obligations are fulfilled.
  
• Maintain procurement and supplier contract records.
  

H. Reporting

• Prepare weekly and monthly reports on:
  
• Tender opportunities.
  
• Bids submitted.
  
• Procurement activities.
  
• Supplier performance.
  
• Inventory status.
  
• Logistics activities.
  
• Track bid success rates and procurement performance metrics.
  

Key Performance Indicators (KPIs)

Business Development & Bidding

• Number of opportunities identified.
  
• Number of bids submitted.
  
• Bid compliance rate.
  
• Bid success rate.
  
• Value of contracts awarded.
  
• Average bid turnaround time.
  

Procurement

• Procurement cycle time.
  
• Cost savings achieved through negotiations.
  
• Procurement compliance rate.
  
• Supplier performance levels.
  

Logistics

• On-time delivery rate.
  
• Delivery cost efficiency.
  
• Number of logistics disruptions.
  

Inventory Management

• Inventory accuracy rate.
  
• Stock-out frequency.
  
• Inventory turnover rate.
  
• Value of obsolete inventory.
  

Authority Levels

Authorized to:

• Solicit quotations and negotiate with suppliers.
  
• Recommend supplier selection decisions.
  
• Coordinate bid submissions on behalf of the company.
  
• Manage inventory records and logistics processes.
  
• Recommend procurement strategies and supplier improvements.