Deputy Manager, Contract Administration & Management, Tenders

Job Description

The role will manage and coordinate the complete tender lifecycle for government hospitals, institutions and centralized rate contracts. This includes pre-tender assessment, bid preparation, pricing and approval coordination, tender submission, post-award activities, supply and delivery monitoring, tender MIS, governance and audit readiness.

The position will work closely with Commercial, Finance, Supply Chain, Regulatory, QA, Legal, Compliance, Medical and other relevant stakeholders to ensure timely and compliant execution of tender business.

Essential Functions

Manage end-to-end tender activities, from tender identification and qualification through submission and award. Review tender requirements and assess company eligibility, highlighting legal, regulatory and compliance concerns. Coordinate cross-functional inputs for bid preparation, including pricing, volumes, product details, terms and documentation. Validate tender pricing and ensure adherence to approved pricing and governance guidelines. Complete tender compliance checklists, maintain tender logs and obtain required approvals. Ensure timely arrangement and tracking of EMD/Bid Security and Performance Security Deposits. Ensure accurate and timely bid submission with complete documentation. Maintain records of bid submissions, amendments, cancellations, awards and non-participation decisions. Coordinate post-award pricing validation, invoicing approvals and additional commitment documentation. Coordinate with Supply Chain, Logistics and QA to ensure timely product allocation, stamping and delivery as per tender commitments. Monitor delivery performance and escalate delays, short shipments, quality issues and supply risks. Maintain comprehensive tender MIS, including pipeline, win/loss, award and renewal tracking. Prepare management reports covering tender performance, sales, margins, pricing adherence, risks and CAPA status.

Additional Responsibilities

Support distributor appointment and due diligence for tender-related activities in coordination with Compliance, Legal and TPRM. Ensure distributor participation remains aligned with approved governance and competition-law requirements. Maintain complete tender documentation and records for audit purposes. Prepare and maintain the tender audit universe and ensure audit readiness. Support internal, global and management-monitoring audits by preparing evidence packs and tracking CAPA closure. Ensure local tender processes and SOPs remain aligned with global tender standards. Provide regular tender updates and executive summaries to management, highlighting key accounts, lost tenders, margin trends, operational risks and recommendations.

Qualifications

Education

Graduate/Postgraduate degree in Business Management, Commerce, Pharmacy, Life Sciences or a related discipline.

Experience

Experience in tender management, institutional business, government business, commercial operations or a related pharmaceutical/healthcare environment. Experience managing the end-to-end tender lifecycle, including bid preparation, pricing, submission, post-award management and MIS. Experience working with multiple cross-functional stakeholders. Exposure to tender compliance, governance, audit and documentation requirements.

Skills

Strong tender management and execution skills. Strong understanding of pricing, commercial and contractual processes. Excellent cross-functional coordination and stakeholder management. Strong analytical and MIS/reporting skills. Good understanding of compliance, governance and audit requirements. Strong attention to detail and documentation discipline. Ability to manage multiple tenders and deadlines simultaneously. Strong communication, negotiation and problem-solving skills. Proficiency in MS Office/Excel and tender management systems. High level of ownership, accountability and integrity.