Contracts & Tender Specialist

About Palomba General Trading LLC

Palomba General Trading LLC is a globally operating trading and business development firm headquartered in Dubai, with reach across the GCC, Europe, and selected other international markets. The company specializes in natural ingredients, botanical extracts, flavor systems, essential oils, and specialty raw materials that serve industries such as food, beverage, nutraceuticals, pharmaceuticals, cosmetics, and fragrances.

Role Overview

We are looking for a Contracts & Tender Specialist to lead the coordination and management of commercial proposals, tender submissions, and contractual documents across international markets. The role involves collaboration with management, commercial operations, finance, procurement, logistics, and technical teams to ensure timely, accurate, and commercially viable submissions. This role emphasizes commercial judgment and structured project coordination rather than legal counsel or routine document administration.

Key Responsibilities

• Identify and evaluate relevant private and institutional tender opportunities.
• Analyze requests for quotation and proposal documentation.
• Develop compliance matrices and formulate submission plans.
• Coordinate inputs from commercial, technical, financial, and operational teams.
• Draft and compile quotations, proposals, and tender responses.
• Ensure all submissions meet mandatory criteria and deadlines.
• Review and validate pricing schedules, payment terms, delivery conditions, and commercial assumptions.
• Manage bid documentation coordination with suppliers and internal stakeholders.
• Maintain tender schedules and responsibility trackers.
• Prepare contract summaries detailing obligations, deadlines, and commercial risks.
• Assist in reviewing supply, distribution, confidentiality, and service contracts.
• Detect missing information, inconsistencies, and unclear commercial terms.
• Keep well-organized records of proposals, contracts, amendments, and related correspondence.
• Support contract execution and monitor key contractual milestones.
• Coordinate collection of product specifications, certificates, and quality documentation.
• Generate management reports on active tenders, awards, and contractual commitments.
• Follow up post-submission and log tender results.
• Aid in bid performance reviews and continual enhancement of proposal processes.
• Ensure confidentiality and secure handling of sensitive commercial data.

Candidate Profile

• Bachelor's degree in Business Administration, Law, Economics, International Business, Supply Chain, or related field.
• Three to six years of relevant experience in tender coordination, commercial contracts, bid management, or proposal preparation.
• Competence in interpreting RFQs and contractual documentation.
• Strong commercial writing and document review abilities.
• Excellent organizational skills with the capacity to manage multiple deadlines.
• Proficient with Microsoft Excel, Word, and PowerPoint.
• Fluent written and spoken English.
• Meticulous attention to detail.
• Adept at coordinating multiple concurrent submissions and stakeholders.

Preferred Qualifications

• Experience in international trading, particularly in food and beverage ingredients, pharmaceutical or nutraceutical raw materials, natural ingredients, botanical extracts, specialty chemicals.
• Familiarity with healthcare or institutional procurement, B2B distribution, import-export operations, and GCC commercial projects.
• Knowledge of Incoterms, international payment conditions, and cross-border commercial documentation.
• Arabic language skills are advantageous but not essential.

Why This Role Is Exciting

• Direct involvement with international commercial contracts and negotiations.
• Opportunity to manage proposals for customers and partners across multiple countries.
• Role extends beyond mere administrative uploading of tender documents.
• Regular collaboration with senior management and diverse business functions.
• Opportunity to gain expertise in bid management and commercial contracting.
• Participation in strategic customer and institutional projects.
• Clear pathways for advancement towards senior contract, tender management, or commercial governance roles.

Compensation and Benefits

• Monthly salary range: QAR 16,000 to 22,000, commensurate with experience, skills, and industry background.
• Annual performance bonus.
• Company-sponsored employment visa and residence permit, if applicable.
• Comprehensive private medical insurance coverage.
• Annual return-flight allowance.
• 30 calendar days of paid annual vacation.
• Professional development through training in contract management and international tendering.

Application Instructions

Candidates are encouraged to submit an updated CV in English, including a brief summary of their experience with tenders, bids, requests for proposal, contract review, structured business proposal preparation, pricing and commercial documentation, and coordination of multiple stakeholders. Please also indicate your current location, notice period, and availability. Only candidates whose background aligns well with the role will be contacted.