Tender and Contract Co-Ordinator

Job Overview

The Tender and Contract Coordinator plays a key role in supporting the tendering and contracting processes for oil and gas projects. This role is focused on the coordination and administrative support for vendor registration, seeking new tenders, tender preparation, submission, and contract management. The coordinator ensures that all necessary documentation is in place, deadlines are met, and communication flows effectively between internal teams and external stakeholders. The individual will help ensure that tenders are aligned with client requirements and that contracts are properly documented and tracked throughout their lifecycle.

Duties and Responsibilities

Tender Coordination:

• Assist in the preparation and submission of tenders, ensuring compliance with all client specifications and internal processes.
• New Vendor Registration
• Seeking new tenders from Tabloids and/or Oil & Gas company websites.
• Coordinate and collate necessary information from various departments (technical, legal, procurement, finance) to support tender preparation.
• Ensure that all tender documents are well-organized, complete, and submitted on time.
• Maintain a record of all tender-related communications, clarifications, and modifications.
• Track the status of active tenders, ensuring timely follow-up and updates to the project teams and stakeholders.

Contract Support:

• Assist in drafting, reviewing, and amending contracts, ensuring alignment with tender submissions and legal requirements.
• Coordinate internal reviews of contracts and ensure that all relevant stakeholders (e.g., legal, finance, project managers) are involved in the review process.
• Maintain contract records, ensuring that all versions of contracts are properly documented and easily accessible.
• Track contract milestones, renewal dates, and other key contract management activities.

Administrative Tasks:

• Support the tender and contract management team in daily administrative tasks, including filing, data entry, and document control.
• Ensure that all required documents and communications are properly filed and archived in both electronic and physical formats.
• Coordinate meetings, presentations, and conference calls for tender and contract review sessions.
• Assist in the preparation of tender and contract reports for senior management and project teams.

Communication and Stakeholder Liaison:

• Serve as a point of contact for internal teams and external stakeholders during the tendering and contracting process.
• Coordinate communication between various departments to ensure that all tender and contract requirements are met.
• Liaise with clients and contractors as needed to clarify tender requirements, provide additional information, or resolve issues.
• Ensure all correspondence related to tenders and contracts is documented and distributed to appropriate parties.

Compliance and Quality Control:

• Ensure that tenders and contracts adhere to internal standards, policies, and legal requirements.
• Assist in the identification and management of risks associated with tender and contract terms.
• Support the team in maintaining compliance with relevant industry regulations and standards.
• Conduct quality checks on tender and contract documents to ensure accuracy and completeness.

Tracking and Reporting:

• Monitor tender deadlines and contract timelines to ensure that all activities are completed on schedule.
• Provide regular updates on the status of tenders, contracts, and key milestones to the Tender and Contract Manager or Project Manager.
• Maintain and update the tender and contract tracking database to ensure up-to-date and accurate records.