1. Job Purpose

The Tender Management Officer is responsible for identifying tender opportunities, preparing compliant bid documents, coordinating submissions, and ensuring full adherence to procurement laws and client requirements. The role supports the company’s growth by securing new contracts through competitive and compliant tendering processes.

2. Key Responsibilities and Duties

A. Tender Identification and Monitoring:
a) Proactively monitor the umucyo.gov.rw portal daily for new tender announcements relevant to our organization’s needs and sectors.
b) Systematically track tender deadlines, clarifications, and amendments.
c) Maintain a master tender calendar and alert the management team of upcoming opportunities and critical dates.

B. Document Management and Analysis:
a) Download all relevant tender documents, including bidding documents, Terms of Reference (TORs), drawings, and specifications from the umucyo.gov.rw system.
b) Conduct a thorough analysis of all tender requirements, ensuring a complete understanding of the scope, eligibility criteria, technical specifications, and evaluation criteria.
c) Digest complex tender information and summarize key points, obligations, and deadlines for management and technical teams.

C. Tender Document Preparation:
a) Coordinate and compile all components of the tender response, including technical and financial proposals.
b) Liaise with technical, finance, and legal departments to gather necessary information, documentation, and inputs (e.g., company profiles, CVs of key staff, financial statements, certificates, and bid securities).
c) Write, edit, and format compelling content for the technical proposal, ensuring it directly and clearly responds to the tender’s requirements.
d) Ensure the financial proposal is accurately calculated and formatted as per the tender instructions.

D. Compliance and Quality Assurance:
a) Perform a final comprehensive review of the entire tender dossier to ensure 100% compliance with all instructions, mandatory requirements, and formatting rules specified in the tender document.
b) Verify that all documents are signed, stamped, and sequentially assembled as required.
c) Ensure the final submission package is complete and professionally presented before the deadline.

E. Submission and Filing:
a) Manage the final submission process, whether through theumucyo.gov.rw system, physical delivery, or as specified.
b) Obtain and file proof of submission receipts.
c) Maintain a well-organised digital and physical archive of all submitted tenders, supporting documents, and related correspondence for audit and reference purposes.

3. Qualifications and Experience

Education: Diploma/Bachelor In Information Technology
Experience: Proven experience (at least 2-3 years) in a similar role, specifically in preparing and submitting tender documents
Mandatory: Demonstrable, hands-on experience using the umucyo.gov.rw e-Procurement platform. Familiarity with other public procurement systems is an advantage.

4. Skills and Competencies

Analytical Skills: Exceptional ability to read, interpret, and “digest” complex tender documents and extract critical information.
• Writing and Editing: Excellent written communication skills in English and Kinyarwanda, with the ability to draft clear, concise, and persuasive content.
• Attention to Detail: Meticulous and thorough, with a zero-tolerance approach to errors and omissions.
• Organizational Skills: Excellent time management and organizational skills to handle multiple tenders simultaneously under strict deadlines.
• Computer Proficiency: High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat. Fast and accurate typing skills.
• Teamwork and Communication: Strong interpersonal skills to effectively collaborate with different departments and stakeholders.

5. How to Apply:

Interested and qualified candidates should submit their applications, including:
1. A detailed Curriculum Vitae (CV).
2. A cover letter explaining their suitability for the role, specifically highlighting their experience with the umucyo.gov.rw system.

3. Copies of Following:

1.  ID/Passport
2.  Academic certificates.
3.  Professional certificates.
4.  Contact information for three professional references.

Submit your application to: recruitment@bizoneer.com

Bizoneer Consulting Rwanda Africa Ltd