Tender and Government Affairs Coordinator

Mohamed N. Al Hajery and Sons Co. LTD; Kuwait; On-site; KWD 11,000 - 20,000; Full time

Job summary

Mohamed N. Al Hajery and Sons Co. LTD seeks a Tender & Government Affairs Coordinator to oversee coordination of tender processes and government relations within the Central Medical Store, ensuring compliance and timely execution.

You will gather documentation, liaise between contracts, CMS, and suppliers, monitor tenders, and prepare daily updates for the Commercial Manager, while maintaining quality and accuracy.

Qualifications

• Bachelor’s degree in pharmacy, biomedical engineering, or any medical field is required.
• 0–3 years of experience in a related field is preferred.

Responsibilities

• Coordinate tender processes and government relations within CMS.
• Gather documentation for tenders and ensure compliance.
• Liaise between contracts, CMS, and suppliers to ensure timely updates.
• Prepare daily status updates for the Commercial Manager.
• Monitor tenders, quotations, and discrepancies; resolve issues.
• Maintain quality checks on invoices and items.
• Collaborate with internal departments and external government bodies.

Skills

Accountability

Attention to detail

Time management

Communication skills

Interpersonal skills

Teamwork and collaboration

Education

Bachelor’s degree in pharmacy, biomedical engineering, or any medical field

Job description

Overview:

Responsible for coordinating all aspects of tender processes and government relations procedures, especially within the Central Medical Store, ensuring compliance, efficient communication, and the timely execution of duties across the pharmaceutical division.

Key Roles and Responsibilities

Policies and Procedures

Implement the Healthcare Division’s set policies and procedures and comply with Mohamed Naser Al – Hajery & Son’s other policies.

Tender & Government Affairs Coordinator Activities

Documentation and Compliance

Gather all necessary documentation for tender processes and government relations, ensuring thorough understanding and adherence to required procedures.

Conduct detailed checks of invoices and items before delivery to the warehouse, ensuring all documents and items are accurately accounted for and meet quality standards.

Departmental Coordination

Share critical information and deadlines with relevant departments, following up to guarantee timely and complete submissions.

Serve as a liaison between the contracts team and the central medical stores, facilitating effective and transparent communication.

Bridge communication between the tender team and the stock-keeping systems of pharmaceutical suppliers, ensuring timely updates on needed quantities.

Stakeholder Engagement

Establish and maintain rapport with relevant government institutions and officials to advance the company’s interests effectively.

Utilize public relations skills to inquire about declined quotations and strategize improvements for future proposals.

Operational Monitoring and Negotiation

Keep a close eye on the status of tenders, quotations, and any related discrepancies, promptly addressing and resolving any issues.

Regularly negotiate and follow up on all activities in the Central Medical Store (CMS), ensuring smooth progress and compliance with established standards.

Monitor all files and provide daily updates to the Commercial Manager on statuses and any emerging issues within CMS.

Supply Chain and Inventory Tracking

Gain access to and utilize the supply chain sheet to track the status and location of each item, ensuring clear visibility and timely management of supplies.

Follow up on any stalled files, identifying causes of delays and resolving issues to keep processes moving forward efficiently.

Quality Assurance and Improvement

Maintain high standards by performing regular quality checks on items and invoices, identifying and correcting discrepancies swiftly.

Additional Duties

Perform other duties as assigned by the Direct Manager, contributing to the overall efficiency and success of the division.

Reports

Prepare and submit reports tracking the status of tenders and pending government procedures to the Head of Government Affairs.

Skills

Educational Qualification:

• Bachelor’s degree in pharmacy, biomedical engineering, or any medical field.

Work Experience

• Minimum of 0–3 years of experience in the same or related field.

Behavioral Competencies

• Accountability
• Attention to detail
• Time management
• Communication skills
• Interpersonal skills
• Teamwork and collaboration

Language Skills

• Proficiency in Arabic and proficiency in English would be an advantage

Communications and Working Relations

Key Internal Contacts

• Governmental Affairs Department
• Tender Department

Key External Contacts

• Central Medical Stores
• Ministry of Health
• Suppliers