Tender Executive Government Tenders

JOB DESCRIPTION (JD)

Position:Tender Executive Government Tenders

Company: Mafatlal Industries Limited
Department: Tender / Government Business
Designation: Tender Executive
Location: Churchgate
Website : https://www.mafatlals.com/

1. Job Purpose

We are looking for an experienced and detail-oriented Tender Executive to manage the complete tendering lifecycle for Government and PSU business, with strong expertise in the Government e-Marketplace (GeM) and other Government e-procurement portals.

The candidate will be responsible for identifying and analysing tender opportunities, preparing technical and commercial bid documentation, ensuring compliance with eligibility criteria, coordinating EMD/PBG/SD-related activities, managing post-order documentation, and supporting the Tender Team in developing effective bid-winning strategies.

The ideal candidate should have hands-on experience in GeM tender submission, Vendor Assessment, PBG submission, Work Order management, Technical Matrix preparation, technical compliance, and Government procurement processes.

2. Key Responsibilities

A. GeM Tender Management

• Independently handle the complete tender submission process on the GeM Portal.
• Search, identify, download and thoroughly review relevant GeM Bids / Tenders.
• Understand and analyse GeM Bid Documents, ATC, STC, specifications, eligibility criteria and other tender conditions.
• Prepare and maintain Tender Compliance Checklists before bid submission.
• Ensure timely submission of technical and financial bids within the stipulated deadline.
• Handle GeM-related activities including:
• Bid participation and submission
• Bid clarification
• Bid amendments
• Reverse Auction (RA)
• Price negotiation
• Technical clarification
• Order acceptance
• Contract-related activities
• Post-order compliance
• Monitor GeM portal notifications, corrigendum’s, amendments and changes in tender conditions.

B. Vendor Assessment & Catalogue Management

• Handle GeM Vendor Assessment processes and coordinate with the concerned internal teams.
• Prepare and arrange documents required for Vendor Assessment.
• Coordinate with internal team members for required authorisations and supporting documents.
• Support Product Catalogue Creation, Uploading and Mapping on GeM.
• Coordinate for Product Approval, Brand/OEM Approval and other GeM-related requirements.
• Follow up on pending Vendor Assessment / Catalogue / Product Approval activities.

C. Tender Document Analysis & Bid Strategy

• Thoroughly analyse tender documents and identify:
• Eligibility criteria
• Technical specifications
• Qualification requirements
• Financial requirements
• Experience criteria
• Turnover requirements
• Past Performance requirements
• EMD requirements
• Security Deposit / Performance Bank Guarantee requirements
• Delivery requirements
• Testing / Inspection requirements
• Other special terms and conditions
• Prepare detailed Technical Compliance / Technical Matrix against tender specifications.
• Identify deviations, risks, gaps and critical compliance requirements before bid submission.
• Evaluate the overall tender opportunity and provide inputs for bid / no-bid strategy.
• Highlight restrictive, ambiguous or commercially challenging tender clauses to the management.
• Prepare pre-bid queries / representations wherever required.

D. Government E-Procurement Portal Tendering

• Independently handle tender submission on various Government / PSU e-procurement portals.
• Manage registration, document uploading, DSC-related requirements and tender submissions.
• Ensure that all required documents are correctly uploaded in the prescribed format and within the stipulated timeline.
• Monitor tender status, corrigendums, extensions, technical evaluation and financial bid opening.
• Maintain proper records of submitted tenders and supporting documents.

E. EMD Management & Follow-up

• Maintain records of EMD submitted against various tenders.
• Track EMD status after tender closure / award.
• Coordinate with Finance / Accounts / Banks for EMD-related documentation.
• Follow up with Government Departments / Tender Authorities for refund / release of EMD wherever applicable.
• Maintain an updated EMD tracking statement.

F. PBG / Security Deposit Management

• Coordinate and manage Performance Bank Guarantee (PBG) requirements on GeM and other Government portals.
• Coordinate with Finance / Banking teams for timely issuance and submission of PBG.
• Upload / submit PBG and related documents as per tender / GeM requirements.
• Maintain PBG validity, expiry and renewal records.
• Follow up for release / discharge of PBG / Security Deposit after successful completion of the order / contract.

G. Work Order & Post-Order Activities

• Handle all tender-related activities after receipt of the Work Order / GeM Order.
• Review purchase orders / GeM contracts and identify important contractual obligations.
• Maintain order-wise documentation and compliance records.
• Coordinate with internal departments for execution-related requirements.
• Monitor delivery, inspection, acceptance and other contractual documentation.
• Follow up with Government customers for pending documents, acceptance certificates and other requirements.
• Coordinate for closure of completed orders and contracts.

H. Past Performance & Work Experience Certificates

• Follow up with Government Departments / PSUs / Authorities for obtaining:
• Past Performance Certificates
• Work Experience Certificates
• Completion Certificates
• Performance Certificates
• Satisfactory Performance Certificates
• Order Completion / Acceptance Certificates
• Maintain an updated database of certificates received against completed Government orders.
• Ensure certificates contain relevant order details, product description, quantity, value, completion status and other required information wherever applicable.

I. Tender Eligibility & Compliance

• Prepare detailed Tender Eligibility Checklists before submission.
• Verify all mandatory documents and certifications.
• Ensure compliance with tender-specific requirements.
• Identify missing / expired documents and coordinate with respective departments for timely availability.
• Maintain standard document folders and tender-wise documentation.
• Ensure zero omission of mandatory documents during bid submission.

J. Documentation & MIS

• Prepare and maintain tender-related MIS and trackers, including:
• Tender Opportunity Tracker
• Bid Submission Tracker
• EMD Tracker
• PBG / SD Tracker
• Work Order Tracker
• Past Performance Certificate Tracker
• Work Experience Certificate Tracker
• Tender Status Tracker
• Order Closure Tracker
• Maintain systematic soft-copy and hard-copy records of tender documents.
• Prepare management reports and periodic tender status updates.

K. Correspondence & Letter Drafting

• Draft professional letters / emails to Government Departments, PSUs, GeM Authorities and other tendering organisations.
• Prepare letters related to:
• Tender clarifications
• Pre-bid queries
• Extension requests
• EMD refund
• PBG / SD release
• Work Order-related matters
• Delivery / completion-related communication
• Past Performance Certificates
• Work Experience Certificates
• Technical / commercial representations
• Ensure proper professional communication and timely follow-up with Government authorities.

3. Required Skills & Competencies

The candidate should possess:

• Strong hands-on knowledge of GeM Portal and Government Tendering.
• Excellent understanding of GeM Bid submission and tender processes.
• Practical experience in GeM Vendor Assessment.
• Experience in GeM PBG submission and post-order activities.
• Good understanding of Government procurement procedures.
• Strong ability to read, understand and analyse detailed tender documents.
• Excellent understanding of Eligibility Criteria and Technical Specifications.
• Ability to prepare and analyse Technical Compliance / Technical Matrix.
• Strong analytical ability for identifying tender risks and developing bid strategies.
• Good knowledge of EMD, PBG, Security Deposit and tender-related financial requirements.
• Strong follow-up skills with Government Departments, PSUs, Finance Teams and internal stakeholders.
• Excellent documentation and record-maintenance skills.
• Good written and verbal communication skills.
• Strong letter and email drafting skills.

4. Software / Computer Skills

The candidate should have good working knowledge of:

• MS Word – Advanced
• MS Excel – Good / Advanced
• MS PowerPoint – Good
• PDF document handling and editing
• Internet / Web-based Government Portals
• GeM Portal
• Government e-Procurement Portals
• Email communication and document management

The candidate should be comfortable working with large tender documents, Excel trackers, technical compliance sheets and multiple tender submissions simultaneously.

5. Experience

Experience Required: Approximately 5 years of relevant experience in Government Tendering / GeM / E-Procurement.

Candidates with strong hands-on experience in GeM tender submission, Vendor Assessment, Government tenders, PBG, EMD management and post-order tender activities will be preferred.

Experience in Textile / Garment / Uniform / Government Supply / Manufacturing / PSU / Defence / Government procurement will be an added advantage.

6. Key Performance Indicators (KPIs)

The Tender Executive will be evaluated on:

• Timely and accurate tender submissions.
• Number and quality of eligible bids submitted.
• Accuracy of technical compliance and tender checklists.
• Reduction of tender submission errors / omissions.
• Effective follow-up for EMD refunds.
• Timely submission and release of PBG / Security Deposits.
• Number of Past Performance / Work Experience Certificates obtained.
• Effective coordination with internal departments.
• Contribution towards improving the tender success / bid-win ratio.
• Proper maintenance of tender records, trackers and MIS.

7. Ideal Candidate Profile

The ideal candidate should be a hands-on tendering professional who can independently manage the complete tender lifecycle—from tender identification and document analysis to bid submission, technical evaluation, order receipt, PBG/SD management and final order closure.

The candidate must be proactive, highly organised, deadline-oriented and capable of working under pressure where multiple Government tenders have different submission timelines.

Strong GeM knowledge and practical Government tendering experience are essential for this position.