Job description

1. Job Purpose

The Procurement Tender Secretary is responsible for supporting the effective and compliant

functioning of the Tender Committee by coordinating tender activities, ensuring accurate

documentation, and maintaining strict adherence to company policies and regulatory guidelines.

This role plays a key administrative and coordination function in tender-related operations and

reporting.

2. Main Tasks & Accountabilities

Task Description

Tender Process Compliance

• Ensure the implementation of all policies, procedures, and plans established by the Tender Committee in accordance with applicable legal and organizational requirements.

Tender Submissions Oversight

• Supervise and coordinate tender submissions, including overseeing the opening process, and collaborate with the appropriate personnel to ensure compliance with policy clauses.

Meeting Coordination

• Schedule and coordinate meetings with the Tender Committee Chairperson and members; prepare agendas, supporting documents, and meeting logistics.

Documentation & Records

• Draft, compile, and follow up on all Committee-related documentation including meeting minutes, decisions, circulars, and correspondence; ensure proper filing and record keeping.

Reporting & Administration Support

• Prepare and submit reports to the Board of Directors, Executive Management, Tender Committee, and regulatory or oversight entities, as required.

• Implement and maintain tender-related administrative procedures and systems to facilitate transparency and efficiency.

Other Tasks

• Comply with all Company policies and procedures.

• Perform all the other tasks and activities as assigned.

• Perform any additional responsibilities or tasks assigned by the Tender Committee. Quality, Health,

Safety, Security & Environment

• Responsible and being in alignment with the safety rules and procedures as per MAZOON QHSE Policy.

• Ensure all relevant quality, health, security, safety, and environmental policies, procedures and controls are adhered to so that employee safety, legislative compliance, delivery of high-quality service and a responsible environmental attitude can be guaranteed.

• Ensure that incidents and hazards are reported in a timely manner and reduce consumption of natural resources to assist in protecting the environment and ensuring a healthy and safe work environment.

Be a Team Player

• Effective communication within and outside the team.

• Create a supportive environment for the team members.

• Contribute to the team, letting others know information that may be useful or important.

• Help to create a fun, supportive work environment.

3. Main Contacts and Working Relationships

Internal Tender Committee members, Procurement & Contracts team, Legal, Finance, Executive Management.

External Vendors, regulatory authorities, consultants.

4. Person Specification (Qualifications, Knowledge & Experience)

Education Level – Minimum Requirement

• Bachelor’s degree in business administration, Supply Chain,

Management, or related field.

Professional Qualifications • Certification in procurement, administration, or related fields is  preferred (e.g., CIPS, PMP).

Work Experience

• Minimum 6 years of experience in procurement or tender administration within FMCG, agribusiness, or a regulated environment.

• Strong understanding of the Middle East culture.

Job Specific Skills

• Excellent documentation, coordination, and meeting management skills; strong understanding of procurement cycles and governance.

Generic Skills

• Must be alert, strive for accuracy, and have ability to exercise independent thinking and judgment, be a self- motivator, and attention to detail.

• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

• Integrity, discretion and loyalty.

5. Position Location

• Based in Sunainah Office.

• Travel domestic and international