Tender Application Assistant at Home Universal

Department:

Business Development / Procurement & Compliance

Reporting To:

Group Head of Business Development / Managing Director

Job Purpose:

To support the Homes Universal group and its subsidiaries (Villa Care Ltd, Homefix Ltd, Homes Kenya Ltd, Security 24 Ltd, Sigimo Enterprises, etc.) in identifying, preparing, compiling, and submitting high-quality tender applications. The role ensures compliance with all tender requirements, maintains a repository of tender documents, and enhances the company’s competitiveness to secure and win business opportunities.

Key Duties and Responsibilities:

• Tender Sourcing & Monitoring
  • Continuously scan public and private portals, newspapers, and procurement sites for relevant tenders.
  • Track and update the tender register with deadlines, submission requirements, and responsible departments.
• Tender Documentation & Preparation
  • Prepare, compile, and proofread tender documents in line with client requirements and internal policies.
  • Coordinate with various departments (Finance, Technical, HR, Legal) to gather mandatory documentation (PIN, Tax Compliance, OSHA, NCA, CR12, etc.).
  • Prepare company profiles, capability statements, and technical write-ups as needed for each tender.
• Compliance & Administration
  • Ensure all tender submissions meet statutory and regulatory requirements.
  • Maintain up-to-date compliance documents for all subsidiaries.
  • Track expiry dates of critical certifications and licenses.
• Tender Submission & Follow-Up
  • Arrange and oversee timely submission of tender bids (manual or electronic).
  • Record all submissions, acknowledgments, and feedback from procuring entities.
  • Follow up on tender evaluations, clarifications, and results.
• Database & Reporting
  • Maintain a comprehensive tender tracker and dashboard.
  • Generate weekly and monthly reports showing tenders sourced, submitted, won, lost, and pending.
  • Analyze reasons for lost tenders to improve future competitiveness.
• Coordination & Communication
  • Liaise with clients, consultants, and suppliers to obtain required documentation.
  • Support the business development team in proposal writing and presentation preparation.
• Performance & Value Addition
  • Contribute to increasing the tender win ratio through high-quality, compliant submissions.
  • Recommend improvements in bid processes, templates, and document management.

Qualifications and Education:

• Bachelor’s degree in Procurement and Supply Chain Management, Business Administration, Commerce, or Project Management.
• Professional certification such as CIPS, KISM, or IFPSM is an added advantage.
• Additional training in Public Procurement and Asset Disposal Act (PPADA) or eProcurement systems (IFMIS, KPLC, NCA, etc.) preferred.

Skills and Competencies:

• Strong understanding of tendering procedures (public and private sector).
• Excellent organizational and documentation skills.
• Proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace.
• Ability to interpret technical and financial bid requirements.
• Strong attention to detail, accuracy, and compliance.
• Excellent written and verbal communication skills.
• Ability to multitask and meet tight deadlines.
• Team player with strong interpersonal skills.

Experience:

• Minimum 3–4 years of experience in tender administration, procurement, or business development.
• Demonstrated track record of successful tender submissions in construction, real estate, security, or service sectors.
• Experience in dealing with large corporates, parastatals, or government agencies is an added advantage.

Training Requirements:

• Training on Public Procurement Regulations and PPRA compliance frameworks.
• eProcurement portals (IFMIS, KPLC, KAA, NCA, County Governments).
• Bid preparation and evaluation techniques.
• Document control and digital archiving systems.
• Corporate governance and ethics in procurement.

Knowledge and Expertise:

• Deep knowledge of tendering laws, public procurement processes, and bid evaluation criteria.
• Understanding of Homes Universal’s subsidiaries’ service offerings to tailor proposals appropriately.
• Familiarity with technical and financial bid documentation standards.
• Knowledge of business registration, compliance, and certification renewal processes.
• Expertise in proposal formatting, submission tracking, and compliance validation.

Expected Outputs:

• Weekly tender opportunities summary.
• Updated tender compliance file for all subsidiaries.
• Accurate and timely tender submissions.
• Monthly performance report showing tenders sourced, submitted, won, and pending.
• Improved tender success and participation rates.