Position:	Assistant Manager- Contract and Tender Documentation
Department:	Procurement
Reports to:	Director of Supply Chain Management
Location:	Asian University for Women, Chittagong
Deadline:	November 14, 2025

 

Position Overview

The Assistant Manager – Contract and Tender Documentation plays a pivotal role in the preparation, management, and coordination of contracts and tender documents. This role ensures that all documents are accurate, compliant, and submitted on time, while also supporting contract administration, risk management, and dispute resolution. The Assistant Manager works closely with internal teams and external stakeholders to ensure smooth and legally sound contract and tender processes.

Key Responsibilities

Contract Administration:

• Prepare, review, and manage contracts, ensuring adherence to organizational guidelines and timelines.
• Monitor compliance with contract terms, deadlines, and deliverable.
• Handle contract amendments, renewals, and terminations as required.

Tender Documentation & Coordination:

• Prepare and organize tender documents (BOQ, scope of work, terms, and submission forms), ensuring compliance with client specifications and legal requirements.
• Collaborate with internal teams (legal, procurement, finance) to gather necessary information and ensure timely submission of tender documents.
• Manage the filing and tracking of all tender documents.

Compliance & Legal Review:

• Ensure that contracts and tender documents comply with applicable laws, regulations, and company policies.
• Review and resolve any compliance issues or contract risks in collaboration with legal teams.

Procurement Operations

• Support procurement planning and sourcing activities in coordination with the Supply Chain team.
• Maintain supplier databases and regularly update pricing, terms, and contract details.
•  Ensure all procurement documentation complies with internal policies, audit requirements, and donor/funding guidelines.

Billing & Payment Coordination

• Review vendor invoices for accuracy, completeness, and compliance with contract terms.
• Prepare and process billing summaries, payment requests, and supporting documentation.
• Track payment status and coordinate with finance for timely disbursement.
• Maintain billing records and reconcile discrepancies between procurement and finance systems.
• Generate periodic expenditure and billing reports for management review.

Bid Management & Reporting:

• Prepare bid evaluation forms and manage records of tenders and bid responses.
• Provide regular updates to senior management on contract and tender status, risks, and performance metrics.

Dispute Resolution & Clarifications:

• Resolve contract-related disputes and escalate unresolved issues to senior management.
• Respond to bidder clarifications and ensure any amendments to documents are communicated effectively.

General Administrative Support:

• Provide administrative support, including scheduling meetings, preparing reports, and maintaining accurate documentation.
• Stay informed about changes in contract law and tendering best practices.

Qualifications & Skills:

Education: Master’s degree in Business Administration, Law, Procurement, Engineering, or a related field.

Experience:

• Minimum 7 years of experience in contract administration, tender preparation, or related roles.
• Experience in coordinating large-scale tenders and contract management in construction, procurement.

Skills:

• Strong organizational, communication, and problem-solving skills.
• Knowledge of legal, procurement, and tendering processes.
• Proficient in Microsoft Office and tender management software (e.g., SAP, Oracle).
• Ability to work under pressure and manage multiple tasks with strict deadlines.

Personal Attributes:

• Detail-oriented and highly organized.
• Proactive with a strong sense of ownership and responsibility.
• Strong interpersonal skills and a team player.
• Able to handle sensitive and confidential information with discretion.

Compensation & other benefits: According to AUW policy.

To Apply:

Interested applicants should send their resume along with a professional portfolio. Attach copy of educational certificates, experience letters, copy of NID/Passport and name of at least 3 references.

Applicants must enclose his/her Photograph with CV. (Name & Contact Information) addressing to hrd@auw.edu.bd. Please mention the position applied on the subject line. The review of applications will begin immediately. Only short-listed candidates will be contacted.