(JD)

Position:Tender Executive Government Tenders

Company: Mafatlal Industries Limited

Department: Tender / Government Business

Designation: Tender Executive

Location: Churchgate

Website : https://www.mafatlals.com/

1. Job Purpose

We are looking for an experienced and detail-oriented Tender Executive to manage the complete tendering lifecycle for Government and PSU business, with strong expertise in the Government e-Marketplace (GeM) and other Government e-procurement portals.

The candidate will be responsible for identifying and analysing tender opportunities, preparing technical and commercial bid documentation, ensuring compliance with eligibility criteria, coordinating EMD/PBG/SD-related activities, managing post-order documentation, and supporting the Tender Team in developing effective bid-winning strategies.

The ideal candidate should have hands-on experience in GeM tender submission, Vendor Assessment, PBG submission, Work Order management, Technical Matrix preparation, technical compliance, and Government procurement processes.

2. Key Responsibilities

A. GeM Tender Management

- Independently handle the complete tender submission process on the GeM Portal.
- Search, identify, download and thoroughly review relevant GeM Bids / Tenders.
- Understand and analyse GeM Bid Documents, ATC, STC, specifications, eligibility criteria and other tender conditions.
- Prepare and maintain Tender Compliance Checklists before bid submission.
- Ensure timely submission of technical and financial bids within the stipulated deadline.
- Handle GeM-related activities including:
- Bid participation and submission
- Bid clarification
- Bid amendments
- Reverse Auction (RA)
- Price negotiation
- Technical clarification
- Order acceptance
- Contract-related activities
- Post-order compliance
- Monitor GeM portal notifications, corrigendum’s, amendments and changes in tender conditions.

B. Vendor Assessment & Catalogue Management

- Handle GeM Vendor Assessment processes and coordinate with the concerned internal teams.
- Prepare and arrange documents required for Vendor Assessment.
- Coordinate with internal team members for required authorisations and supporting documents.
- Support Product Catalogue Creation, Uploading and Mapping on GeM.
- Coordinate for Product Approval, Brand/OEM Approval and other GeM-related requirements.
- Follow up on pending Vendor Assessment / Catalogue / Product Approval activities.

C. Tender Document Analysis & Bid Strategy

- Thoroughly analyse tender documents and identify:
- Eligibility criteria
- Technical specifications
- Qualification requirements
- Financial requirements
- Experience criteria
- Turnover requirements
- Past Performance requirements
- EMD requirements
- Security Deposit / Performance Bank Guarantee requirements
- Delivery requirements
- Testing / Inspection requirements
- Other special terms and conditions
- Prepare detailed Technical Compliance / Technical Matrix against tender specifications.
- Identify deviations, risks, gaps and critical compliance requirements before bid submission.
- Evaluate the overall tender opportunity and provide inputs for bid / no-bid strategy.
- Highlight restrictive, ambiguous or commercially challenging tender clauses to the management.
- Prepare pre-bid queries / representations wherever required.

D. Government E-Procurement Portal Tendering

- Independently handle tender submission on various Government / PSU e-procurement portals.
- Manage registration, document uploading, DSC-related requirements and tender submissions.
- Ensure that all required documents are correctly uploaded in the prescribed format and within the stipulated timeline.




- Monitor tender status, corrigendums, extensions, technical evaluation and financial bid opening.
- Maintain proper records of submitted tenders and supporting documents.

E. EMD Management & Follow-up

- Maintain records of EMD submitted against various tenders.
- Track EMD status after tender closure / award.
- Coordinate with Finance / Accounts / Banks for EMD-related documentation.
- Follow up with Government Departments / Tender Authorities for refund / release of EMD wherever applicable.
- Maintain an updated EMD tracking statement.

F. PBG / Security Deposit Management

- Coordinate and manage Performance Bank Guarantee (PBG) requirements on GeM and other Government portals.
- Coordinate with Finance / Banking teams for timely issuance and submission of PBG.
- Upload / submit PBG and related documents as per tender / GeM requirements.
- Maintain PBG validity, expiry and renewal records.
- Follow up for release / discharge of PBG / Security Deposit after successful completion of the order / contract.

G. Work Order & Post-Order Activities

- Handle all tender-related activities after receipt of the Work Order / GeM Order.
- Review purchase orders / GeM contracts and identify important contractual obligations.
- Maintain order-wise documentation and compliance records.
- Coordinate with internal departments for execution-related requirements.
- Monitor delivery, inspection, acceptance and other contractual documentation.
- Follow up with Government customers for pending documents, acceptance certificates and other requirements.
- Coordinate for closure of completed orders and contracts.

H. Past Performance & Work Experience Certificates

- Follow up with Government Departments / PSUs / Authorities for obtaining:
- Past Performance Certificates
- Work Experience Certificates
- Completion Certificates
- Performance Certificates
- Satisfactory Performance Certificates
- Order Completion / Acceptance Certificates
- Maintain an updated database of certificates received against completed Government orders.
- Ensure certificates contain relevant order details, product description, quantity, value, completion status and other required information wherever applicable.

I. Tender Eligibility & Compliance

- Prepare detailed Tender Eligibility Checklists before submission.
- Verify all mandatory documents and certifications.
- Ensure compliance with tender-specific requirements.
- Identify missing / expired documents and coordinate with respective departments for timely availability.
- Maintain standard document folders and tender-wise documentation.
- Ensure zero omission of mandatory documents during bid submission.

J. Documentation & MIS

- Prepare and maintain tender-related MIS and trackers, including:
- Tender Opportunity Tracker
- Bid Submission Tracker
- EMD Tracker
- PBG / SD Tracker
- Work Order Tracker
- Past Performance Certificate Tracker
- Work Experience Certificate Tracker
- Tender Status Tracker
- Order Closure Tracker
- Maintain systematic soft-copy and hard-copy records of tender documents.
- Prepare management reports and periodic tender status updates.

K. Correspondence & Letter Drafting

- Draft professional letters / emails to Government Departments, PSUs,



GeM Authorities and other tendering organisations.
- Prepare letters related to:
- Tender clarifications
- Pre-bid queries
- Extension requests
- EMD refund
- PBG / SD release
- Work Order-related matters
- Delivery / completion-related communication
- Past Performance Certificates
- Work Experience Certificates
- Technical / commercial representations
- Ensure proper professional communication and timely follow-up with Government authorities.

3. Required Skills & Competencies The candidate should possess:

- Strong hands-on knowledge of GeM Portal and Government Tendering.
- Excellent understanding of GeM Bid submission and tender processes.
- Practical experience in GeM Vendor Assessment.
- Experience in GeM PBG submission and post-order activities.
- Good understanding of Government procurement procedures.
- Strong ability to read, understand and analyse detailed tender documents.
- Excellent understanding of Eligibility Criteria and Technical Specifications.
- Ability to prepare and analyse Technical Compliance / Technical Matrix.
- Solid analytical ability for identifying tender risks and developing bid strategies.
- Good knowledge of EMD, PBG, Security Deposit and tender-related financial requirements.
- Strong follow-up skills with Government Departments, PSUs, Finance Teams and internal stakeholders.
- Excellent documentation and record-maintenance skills.
- Good written and verbal communication skills.
- Strong letter and email drafting skills.

4. Software / Computer Skills The candidate should have good working knowledge of:

- MS Word – Advanced
- MS Excel – Good / Advanced
- MS PowerPoint – Positive
- PDF document handling and editing
- Internet / Web-based Government Portals
- GeM Portal
- Government e-Procurement Portals
- Email communication and document management

The candidate should be comfortable working with large tender documents, Excel trackers, technical compliance sheets and multiple tender submissions simultaneously. 5. Experience

Experience Required: Approximately 5 years of relevant experience in Government Tendering / GeM / E-Procurement.

Candidates with strong hands-on experience in GeM tender submission, Vendor Assessment, Government tenders, PBG, EMD management and post-order tender activities will be preferred.

Experience in Textile / Garment / Uniform / Government Supply / Manufacturing / PSU / Defence / Government procurement will be an added advantage.

6. Key Performance Indicators (KPIs)

The Tender Executive will be evaluated on:

- Timely and accurate tender submissions.
- Number and quality of eligible bids submitted.
- Accuracy of technical compliance and tender checklists.
- Reduction of tender submission errors / omissions.
- Effective follow-up for EMD refunds.
- Timely submission and release of PBG / Security Deposits.
- Number of Past Performance / Work Experience Certificates obtained.
- Effective coordination with internal departments.
- Contribution towards improving the tender success / bid-win ratio.
- Proper maintenance of tender records, trackers and MIS.

7. Ideal Candidate Profile The ideal candidate should be a hands-on tendering professional who can independently manage the complete tender lifecycle—from tender identification and document analysis to bid submission, technical evaluation, order receipt, PBG/SD management and final order closure. The candidate must be proactive, highly organised, deadline-oriented and capable of working under pressure where multiple Government tenders have different submission timelines.

Strong GeM knowledge and practical Government tendering experience are essential for this position.

📌 Tender Executive Government Tenders (Mumbai)
🏢 Mafatlal Industries
📍 Mumbai