Tender Executive

Job roles & responsibilities-

1. International Tender Review & Technical Analysis

• Study and interpret international tenders, RFPs, RFQs, EOIs, and procurement requirements from foreign governments, defence forces, international agencies, OEMs, and distributors.
• Identify technical specifications, compliance requirements, eligibility criteria, delivery schedules, and contractual conditions.
• Coordinate with Engineering, Production, QA, and other teams for technical and commercial feasibility.
• Prepare Technical Compliance Statements (TCS), deviation lists, and tender-related documentation.

2. Risk Analysis & Commercial Assessment

• Review international tender documents for commercial, legal, taxation, currency, logistics, and country-specific risks.
• Conduct risk analysis covering payment terms, delivery obligations, warranties, penalties, and contractual conditions.
• Prepare risk assessment reports and recommendations for management approval.
• Support management in evaluating bid participation and commercial strategy.

3. Costing, Pricing & Bid Preparation

• Coordinate with Finance, Production, Logistics, and other departments to collect costing inputs.
• Prepare cost sheets, pricing models, and competitive international commercial offers.
• Consider freight, insurance, duties, taxes, currency fluctuations, and Incoterms while preparing pricing.
• Conduct cost-benefit and margin analysis to assess bid viability.
• Compile complete tender submissions including technical literature, certificates, compliance documents, and commercial forms.

4. International Tender Submission & Post-Bid Management

• Ensure timely submission of bids through international e-procurement portals, customer platforms, and other designated channels.
• Track tender amendments, clarifications, corrigenda, deadlines, and customer communications.
• Coordinate with overseas customers/distributors for technical clarifications, product presentations, demonstrations, and sample requirements.
• Support management of EMD/PBG, Letters of Credit, Advance Payments, and other financial instruments as applicable.

5. Sample Arrangement & International Evaluation

• Coordinate with R&D, Production, QA, and Logistics teams for preparation and dispatch of physical samples for trials and evaluation.
• Ensure samples comply with customer specifications, packaging, documentation, and export requirements.
• Track sample dispatch, delivery, testing, evaluation status, and customer feedback.
• Maintain records of sample approvals, test reports, certifications, and evaluation results.

6. Export & Logistics Coordination

• Coordinate with Logistics, Finance, and CHA/Freight Forwarders for export shipments.
• Support preparation and verification of export documentation, including Commercial Invoice, Packing List, Certificate of Origin, Shipping Documents, and other required certificates.
• Coordinate shipment schedules in line with contractual delivery terms and Incoterms.
• Track shipments and ensure timely communication with customers regarding dispatch and delivery status.

7. International Customer & Stakeholder Coordination

• Coordinate with overseas customers, distributors, agents, consultants, and internal stakeholders for tender and order-related activities.
• Support pre-bid and post-bid discussions with international customers and evaluation committees.
• Prepare MIS reports, tender trackers, dashboards, and management review presentations.
• Maintain regular follow-up on tender status, customer queries, and business opportunities.

8. Compliance & Documentation

• Ensure compliance with applicable export control, customs, sanctions, and country-specific regulatory requirements.
• Maintain records of international tenders, quotations, cost sheets, approvals, correspondence, and submission documents.
• Ensure proper documentation for audits, due diligence, customer assessments, and regulatory requirements.
• Coordinate with Legal, Finance, Compliance, and other teams on contractual and regulatory matters.

9. Market & Tender Intelligence

• Monitor international defence procurement opportunities, upcoming tenders, and market developments.
• Track competitor participation, customer requirements, and country-specific procurement trends.
• Maintain a database of international tenders, customers, distributors, and business opportunities.
• Provide inputs to the International Sales team for developing country-wise and product-wise business strategies.