Head of Bidding, Commerce & Business Division

PROTON; Subang Jaya; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading automotive manufacturer seeks a Head of Bidding to oversee tender processes from preparation to submission. The ideal candidate will have 6+ years in tender administration, preferably in the automotive sector. Responsibilities include ensuring compliance with regulations, conducting market research, and collaborating with internal teams. The role demands excellent communication, analytical skills, and attention to detail. Benefits are competitive, and applicants must hold a relevant Bachelor's degree.

Qualifications

• 6 to 10 years of total work experience, with over 6 years in Tender Administration.
• Preferably from automotive or manufacturing industry.
• In-depth knowledge of procurement regulations and compliance requirements.

Responsibilities

• Manage end-to-end tender process ensuring compliance and quality.
• Conduct research on market trends and identify bidding opportunities.
• Develop comprehensive databases for tender documents.

Skills

Tender administration

Communication skills

Attention to detail

Analytical skills

Time management

Negotiation

Proficiency in tender management tools

Relationship building

Business acumen

Education

Bachelor's Degree in Construction, Architecture, Engineering or similar

Tools

Bid management systems

Job description

Head of Bidding, Commerce & Business Division

1. Manage and coordinate the end-to-end tender process, including the preparation, submission, and evaluation of tenders, to ensure timely and high-quality submissions.

Ensure that all tender submissions are completed accurately and submitted within the specified deadlines.

Collaborate with internal stakeholders to gather all necessary information, review tender documents for compliance, coordinate with relevant teams to gather required inputs, and ensure the final submission meets all requirements.

2. Ensure compliance with regulatory and contractual obligations throughout the tender process.

Maintain a high level of adherence to legal, regulatory, and contractual requirements in all tender activities.

Stay updated on relevant regulations and contract terms, review and interpret tender documents to identify compliance requirements, liaise with legal and compliance teams to address any potential issues, and ensure all tender activities are carried out in accordance with guidelines.

3. Conduct thorough research and analysis of tender opportunities and market trends to identify potential bidding prospects and strategies.

Identify viable tender opportunities and provide insightful analysis to support decision-making and bid strategies.

Monitor market trends, competitor activities, and industry developments, conduct market research to identify potential bid prospects, analyze tender requirements and evaluation criteria, and provide recommendations on bid/no‑bid decisions.

4. Collaborate with cross‑functional teams to gather required information and inputs for tender submissions.

Foster effective collaboration and communication with internal teams to obtain necessary information and ensure smooth tender processes.

Establish strong working relationships with relevant departments, communicate tender requirements clearly, coordinate with different teams to gather inputs, resolve any conflicts or issues, and ensure all information is obtained within the specified timelines.

5. Develop and maintain a comprehensive database of tender documents, templates, and reference materials to streamline future tendering activities.

Establish a centralized repository of tender‑related documents and resources for easy accessibility and improved efficiency.

Create and maintain a database or document management system for tender‑related materials, organize and categorize documents effectively, ensure version control and document updates, and provide access to relevant stakeholders as needed.

6. Continuously improve the tendering process by identifying and implementing best practices, tools, and technologies.

Enhance the efficiency and effectiveness of the tendering process through the adoption of innovative practices and tools.

Stay informed about industry trends and advancements in tendering processes, conduct periodic reviews and analysis of existing procedures, identify areas for improvement, propose and implement process enhancements, and leverage technology solutions to streamline the tendering process.

Output / Key Performance Indicators

• 1. Bidding Success Rate:
  • Percentage of successful bids won out of total bids submitted.
  • Value of contracts secured through successful bids.
  • Revenue generated from successful bids.
• 2. Bid Submission Timeliness:
  • Percentage of bids submitted on or before the deadline.
  • Average time taken to prepare and submit a bid.
• 3. Bid Quality and Compliance:
  • Percentage of bids that meet all tender requirements and comply with regulations.
  • Number of bid rejections or disqualifications due to non‑compliance.

Bidding Process Operation

• 1. Process Optimization:
  • Identify and assess inefficiencies or bottlenecks in the tender administration process.
  • Develop and implement process improvement initiatives to streamline workflows and increase efficiency.
  • Monitor and measure the impact of process changes on key performance indicators.
• 2. Documentation and Knowledge Management:
  • Develop and maintain comprehensive and up-to-date documentation of tender administration processes, procedures, and best practices.
  • Establish a knowledge management system to capture and share lessons learned, successful strategies, and templates for future reference.
  • Promote knowledge sharing and collaboration among team members.
• 3. Stakeholder Feedback and Engagement:
  • Solicit feedback from internal stakeholders (e.g., Business Partners, team members) and external stakeholders (e.g., clients, tendering authorities) regarding their experience with the tender administration process.
  • Actively engage with stakeholders to understand their needs, expectations, and pain points.
  • Use feedback to identify areas for improvement and prioritize initiatives accordingly.
• 4. Continuous Learning and Professional Development:
  • Stay updated on industry trends, regulations, and best practices in tender administration.
  • Attend relevant training programs, workshops, or conferences to enhance knowledge and skills.
  • Share acquired knowledge and insights with the team to foster a culture of continuous learning.

Output / Key Performance Indicators

• 1. Process Efficiency:
  • Percentage reduction in the time taken to complete key tasks in the tender administration process.
  • Decrease in the number of errors or rework in bid submissions.
  • Increase in the number of bids processed per unit of time.
• 2. Documentation and Knowledge Management:
  • Availability and accessibility of comprehensive and updated process documentation and templates.
  • Number of successfully implemented process improvement initiatives.
  • Usage and adoption rates of the knowledge management system.
• 3. Professional Development:
  • Number of training programs or professional development activities attended.
  • Application of acquired knowledge and skills in day‑to‑day tender administration tasks.
  • Team engagement in knowledge sharing activities and participation in process improvement initiatives.

Safety (SHE Performance Scoring) (points)

• 1. Collect data:
  • Gather relevant data to evaluate the department's performance against the defined indicators. This data could come from incident reports, safety audits, health records, environmental impact assessments, employee surveys, or any other reliable source. Make sure the data collection process is accurate, consistent, and up to date.

Formal Education

Bachelor's Degree

Specialized in: Bachelor's Degree in Construction Buildings, Architecture, Engineering or similar discipline or equivalent experience.

Work Experience

• Total Work Experience: 6 to 10 years
• Total Relevant Experience: More to 6 years in Tender Administration.
• 1. Preferably with experience from automotive/manufacturing industry.
• 2. Experience in Procurement, Engineering and Manufacturing.
• 3. Tender Management: Hands‑on experience in managing the end‑to‑end tendering process, including tender identification, preparation, submission, and evaluation.
• 4. Bid Coordination: Experience in coordinating with cross‑functional teams, such as sales, legal, finance, and technical departments, to gather necessary information and prepare comprehensive bids.
• 5. Contract Negotiation: Experience in negotiating and finalizing contract terms and conditions with clients and stakeholders.
• 6. Compliance: Understanding of procurement regulations, policies, and compliance requirements in the bidding process.
• 7. Market Research and Analysis: Experience in conducting market research, competitor analysis, and identifying potential tender opportunities.
• 8. Documentation and Record‑keeping: Proficiency in maintaining accurate and organized tender documentation, including contracts, correspondence, and submission files.

Skills / Knowledge/ Qualifications

1. Strong understanding of the tendering process: Proficient knowledge and experience in all aspects of tender administration, including tender identification, preparation, submission, evaluation and contract negotiation.
2. Excellent communication skills: Ability to effectively communicate with internal stakeholders, external clients, and tendering authorities. Strong written and verbal communication skills are essential for preparing compelling bids, responding to queries, and participating in bid clarification meetings.
3. Attention to detail: Meticulous attention to detail is crucial in tender administration to ensure accurate ana compliant bid submissions. Ability to review and analyze tender documents thoroughly and identify any inconsistencies or missing information.
4. Analytical and research skills: Proficiency in conducting market research and competitive analysis to identify potential tender opportunities, understand client requirements, and assess market trends and competitor strategies.
5. Time management and organizational skills: Ability to prioritize tasks, manage multiple tender submissions concurrently, and meet tight deadlines. Strong organizational skills are necessary for coordinating with internal teams and ensuring smooth workflow throughout the tendering process.
6. Negotiation and contract management: Knowledge of contract terms and conditions, negotiation techniques, and legal aspects related to contracts. Ability to collaborate with legal and finance teams in contract negotiation and finalization.
7. Proficiency in tender management tools and software: Familiarity with bid management systems, document sharing platforms, and other relevant software used in tender administration. Ability to adapt and learn new tools as per organizational requirements.
8. Knowledge of procurement regulations and policies: Understanding of applicable procurement regulations, government policies, and industry standards relevant to tender administration. Ability to ensure compliance with all legal and regulatory requirements.
9. Relationship building and teamwork: Ability to collaborate effectively with cross‑functional teams, build relationships with internal stakeholders, and foster productive partnerships with clients and tendering authorities.
10. Business acumen: Understanding of the organization's business goals, industry dynamics, and market trends. Ability to align tender strategies with overall business objectives and contribute to the organization's growth and profitability.

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