Tender Coordinator - Pharmaceutical

Mohamed N. Al Hajery and Sons Co. LTD; Kuwait; On-site; KWD 3,000 - 15,000; Full time

Job summary

A leading pharmaceutical company in Kuwait seeks an experienced professional to coordinate tender processes and enhance government relations. Responsibilities include ensuring compliance, managing documentation, and maintaining communication across departments. Candidates should have a Bachelor's degree in pharmacy or related fields, along with 1-3 years of relevant experience and strong competencies in time management and attention to detail. Proficiency in Arabic is required, and English is advantageous.

Qualifications

• Minimum of 1–3 years of experience in the same or related field.
• Proficient in Arabic; proficiency in English is an advantage.

Responsibilities

• Coordinate tender processes and government relations.
• Compile documentation for compliance and tender processes.
• Liaise between departments and ensure deadlines are met.
• Monitor tender status and resolve discrepancies.
• Negotiate and manage activities within supply chain.

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.
• Skills
  • 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.

Job Requirements

• Educational Qualification
  • Bachelor’s degree in pharmacy, biomedical engineering, or any medical field.
• Work Experience
  • Minimum of 1–3 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