Position Purpose 

The Tender Officer is responsible for identifying, preparing, and submitting competitive bids for event-related tenders, including exhibitions, conferences, awareness campaigns, and public procurement opportunities. The role ensures that all proposals meet regulatory, technical, and financial requirements while aligning with organizational standards and strategic objectives. 

Key Responsibilities 

A) Tender Opportunity Monitoring & Identification 

• Monitor national and international tender platforms, procurement portals, and other channels for relevant opportunities in events, communications, and marketing. 

• Analyze Requests for Proposals (RFPs), Terms of Reference (ToRs), and tender notices to assess relevance, feasibility, and strategic fit. 

• Maintain a calendar of tender opportunities and deadlines. 

B) Proposal Preparation & Coordination 

• Coordinate inputs from internal departments (technical, creative, legal, finance) to develop compliant, competitive, and compelling proposals. 

• Draft Expressions of Interest (EOIs), technical proposals, financial proposals, company profiles, and other supporting documents. 

• Ensure proposals clearly articulate the organization’s value proposition, methodology, and approach. 

• Liaise with the Director, Marketing & Communication, for final proposal review and approval. 

C) Compliance & Quality Assurance 

• Ensure all tender submissions adhere to relevant procurement regulations, donor guidelines, and organizational standards. 

• Review proposal documents for accuracy, completeness, formatting, and alignment with evaluation criteria. 

• Maintain confidentiality of sensitive documents and proprietary information. 

D) Record-Keeping & Reporting 

• Maintain an organized repository of submitted proposals, templates, CVs, supporting materials, and tender feedback. 

• Track submission statuses, evaluation outcomes, and lessons learned. 

• Prepare regular reports for management on tender pipeline, success rates, and opportunities for improvement. 

E) Continuous Improvement 

• Develop and update proposal templates, standard content, and supporting documentation to improve efficiency and quality. 

• Capture best practices from successful tenders and disseminate learnings to relevant teams. 

Qualifications & Experience 

• Bachelor’s degree in Marketing, Business Administration, Communications, or related field. 

• Minimum 2 years of experience in tendering, proposal writing, or business development, preferably in events, communications, or service industries. 

• Demonstrated experience coordinating cross-functional teams to prepare high-quality proposals. 

Skills & Competencies 

• Excellent writing, editing, and presentation skills in English (Amharic preferred). 

• Strong analytical and organizational abilities. 

• Familiarity with procurement regulations, RFP frameworks, and budget structuring. 

• Attention to detail and ability to meet strict deadlines. 

• Professional communication and coordination skills across multiple stakeholders. 

• Proactive, resourceful, and able to work under pressure in fast-paced environments. 

Working Conditions 

• Full-time role with occasional extended hours to meet tender submission deadlines. 

• Fast-paced, deadline-driven environment requiring attention to detail and high organizational discipline. 

• Frequent internal coordination across teams; occasional external interactions with clients, vendors, or regulatory authorities. 

Key Performance Indicators (KPIs) 

• Number of tenders identified and evaluated for suitability. 

• Timeliness and completeness of tender submissions. 

• Success rate of submitted proposals. 

• Compliance with procurement and organizational standards. 

• Quality and competitiveness of proposal documents (internal review scores). 

• Efficient coordination and timely input from internal departments. 

• Accuracy and completeness of tender tracking and reporting. 

Success Profile 

A successful Tender Officer consistently delivers compliant, high-quality, and competitive proposals that increase the organization’s win rate in events and communications opportunities. Success is demonstrated by: 

• Strong pipeline management and timely submissions. 

• Well-coordinated, persuasive, and error-free proposals. 

• Effective collaboration across internal teams. 

• Continuous learning and improvement of tender processes. 

• Contribution to organizational growth through successful contract awards.