PositionTender Executive – GeM Portal & Government E-Tenders

DepartmentTender / Business Development / Commercial

Experience2–5 Years in GeM, Government Tenders, PSU Tenders, E-Tendering and Bid Management

Job LocationAs per company requirement

Job SummaryThe Tender Executive will be responsible for end-to-end management of Government and PSU tenders, with primary responsibility for the Government e-Marketplace (GeM) Portal. The candidate should have strong practical knowledge of tender searching, eligibility analysis, document preparation, online bid submission, EMD/Bid Security, technical and financial compliance, corrigendum tracking, clarification, and post-bid activities.

The candidate should be capable of independently handling the complete tender process from tender identification to award of contract/LOA/PO.

- Key Responsibilities1. GeM Portal ManagementComplete knowledge and practical experience of the GeM Portal.
- Daily search and identification of relevant GeM Bids.
- Search tenders based on product, service, category, location and organization.
- Download and study complete bid/tender documents.
- Check bid closing date, bid opening date and submission deadlines.
- Monitor GeM Bid, RA (Reverse Auction), Direct Purchase and other procurement processes.
- Track amendments, corrigendums and modifications issued by the buyer.
- Participate in Reverse Auction whenever authorized.
- Monitor bid status after submission.
- Download and maintain bid documents, buyer communications and notifications.
- Handle GeM clarification/query responses.
- Coordinate with GeM support/helpdesk wherever required.
- 2. Tender Identification & ScreeningSearch tenders through:
- GeM
- CPPP
- State e-Procurement Portals
- PSU Tender Portals
- IOCL
- GAIL
- NTPC
- ONGC
- HAL
- BPCL
- HPCL
- Other Central/State Government departments and PSUs.
- Prepare a daily/weekly Tender Opportunity Report.
- Check tender value, scope of work and contract period.
- Analyze eligibility criteria before recommending participation.
- Identify technical, financial and commercial requirements.
- Prepare a Tender Qualification/Eligibility Checklist.

3. Tender Document AnalysisThoroughly examine:

- NIT / Tender Notice
- Scope of Work
- Technical Specifications
- BOQ
- GCC
- SCC
- ITB
- Qualification Criteria
- Experience Criteria
- Financial Criteria
- Turnover Requirements
- Similar Work Criteria
- EMD/Bid Security
- Performance Security/PBG
- Security Deposit
- Tender Fee
- MSME/NSIC Perks
- Make in India requirements
- Purchase Preference
- Labour Compliance Requirements
- GST requirements
- EPF/ESIC requirements
- Manpower requirements
- Statutory licences
- Completion certificates
- Other declarations and undertakings.
- 4. Bid PreparationPrepare complete Technical Bid.
- Prepare and compile Commercial Bid documents.
- Coordinate with accounts/finance team for financial information.
- Prepare BOQ and price bid inputs.




- Ensure correct rates, taxes and applicable duties are considered.
- Prepare tender-wise document checklists.
- Arrange required affidavits, declarations, undertakings and certificates.
- Coordinate with management for final approval before submission.
- Ensure all documents are properly signed, stamped and uploaded.

5. Compliance ManagementMaintain complete compliance with tender requirements including:

- GST Certificate
- PAN
- MSME/Udyam Certificate
- EPF Registration
- ESIC Registration
- Labour Licence
- Work Orders
- Completion Certificates
- Experience Certificates
- Turnover Certificates
- CA Certificates
- Financial Statements
- Bank Solvency
- Power of Attorney
- Authorization Letters
- Undertakings
- Non-Blacklisting Declaration
- Integrity Pact
- EMD/Bid Security
- Bid Security Declaration
- Performance Security
- Other tender-specific documents.
- 6. EMD / Bid SecurityCheck EMD/Bid Security requirements.
- Coordinate with bank for:
- Bank Guarantee
- EMD
- Bid Security
- Surety Bond, where applicable.
- Verify BG/Surety Bond format and validity.
- Ensure correct beneficiary details.
- Track EMD exemption eligibility under MSME/other applicable provisions.
- Maintain EMD/BG tracking records.
- 7. Tender SubmissionComplete online bid submission before the deadline.
- Upload documents in the prescribed format and size.
- Verify digitally signed documents.
- Verify file names, file sizes and formats.
- Check all mandatory fields before final submission.
- Take screenshots/acknowledgement of successful submission.
- Maintain bid submission proof.
- Avoid last-minute submission issues.
- 8. Corrigendum & Tender MonitoringMonitor tender portals regularly.
- Check for:
- Corrigendum
- Extension of bid date
- Amendment
- Revised BOQ
- Revised specifications
- Pre-bid meeting notices
- Clarifications
- Addendum
- Technical amendments.
- Immediately inform concerned management/team members about important changes.
- 9. Pre-Bid ActivitiesStudy pre-bid requirements.
- Prepare clarification questions.
- Coordinate with technical team for technical queries.
- Attend/coordinate pre-bid meetings when required.
- Record buyer responses and incorporate changes into the bid.
- 10. Financial & Commercial CoordinationCoordinate with Accounts/Finance Department.
- Obtain:
- Turnover details
- Balance Sheet
- Profit & Loss Statement
- GST details
- Tax documents
- Bank details
- CA certificates.
- Calculate applicable taxes and statutory components.
- Coordinate for competitive and commercially viable pricing.




- Maintain confidentiality of financial bid information.

11. Post-Bid ActivitiesAfter bid submission:

- Monitor technical evaluation.
- Monitor financial evaluation.
- Track qualification status.
- Monitor Reverse Auction.
- Respond to clarification requests.
- Submit additional documents when requested.
- Track Letter of Intent/LOA/PO.
- Coordinate for Performance Security/PBG.
- Coordinate contract agreement requirements.
- Maintain complete tender history.

12. Tender MIS & ReportingPrepare and maintain:

- Daily Tender Report
- Tender Participation Report
- Tender Pipeline
- Bid Submission Tracker
- Tender Status Report
- EMD Tracker
- BG/PBG Tracker
- GeM Bid Tracker
- Reverse Auction Tracker
- LOA/PO Tracker
- Contract Renewal Tracker
- Tender Win/Loss Analysis.

13. Document ManagementMaintain proper soft-copy and hard-copy records of:

- Tender Documents
- Bid Submission Documents
- Technical Bid
- Financial Bid
- EMD
- BG/PBG
- Work Orders
- LOA
- PO
- Agreements
- Clarifications
- Corrigenda
- Submission Acknowledgements.

Use proper tender-wise folder structure and document naming conventions.

Required KnowledgeThe candidate should have strong knowledge of:

- GeM Portal
- CPPP/e-Procurement
- Government tender procedures
- PSU tender procedures
- E-Tender submission
- Reverse Auction
- BOQ
- Technical Bid
- Financial Bid
- EMD/Bid Security
- Performance Bank Guarantee
- MSME/Udyam benefits
- Tender eligibility criteria
- Experience criteria
- Turnover criteria
- GST
- EPF
- ESIC
- Labour compliance
- Digital Signature Certificate (DSC)
- PDF/Excel/Word document handling.

Software SkillsEssential:

- GeM Portal
- CPPP/e-Procurement Portals
- MS Excel – Advanced/Intermediate
- MS Word
- PDF tools
- Email/Outlook/Gmail
- Digital Signature/DSC
- Internet & online tender portals.

Preferred:

- Excel formulas
- VLOOKUP/XLOOKUP
- Pivot Tables
- Data filtering and sorting
- Tender MIS preparation
- PDF compression and merging
- PDF conversion/editing.
- Required SkillsStrong tender document reading ability
- Attention to detail
- Excellent documentation skills
- Good Excel knowledge
- Time management
- Deadline management
- Analytical ability
- Good communication skills
- Commercial understanding
- Ability to identify tender risks
- Ability to work under pressure
- Coordination with management, accounts, HR, technical and operations teams.

Key Performance Indicators (KPI)Performance may be evaluated based on:

1. Number of relevant tenders identified.
2. Number of tenders qualified for participation.
3. Timely submission of bids.
4. Zero/minimum documentation errors.
5. Successful GeM bid submissions.
6. Reverse Auction participation.
7. Tender win ratio.
8. Timely response to buyer clarifications.
9. Proper EMD/BG/PBG tracking.
10. Accuracy of tender MIS.
11. Compliance with tender requirements.
12. Timely completion of post-bid formalities.

📌 Tender Executive (New Delhi)
🏢 Shubraj Tech Private
📍 New Delhi