Job description of the head of the tender department. Approximate form of the job description of the head of the bidding department. Distribution of duties of employees of the tender department and typical job descriptions

limited liability ">Limited Liability Company "Beta"
LLC "Beta"

!} APPROVE
CEO
LLC "Beta"
___________________ A.I. Petrov

02.11.2011

Job descriptionhead of the tender department

02.11.2011 № 205-CI

Moscow city

1. GENERAL PROVISIONS

1.1. This Job Description defines job duties, rights and responsibilitiesHead of the tender departmentLLC "Beta".

1.2. Head of tender departmentappointed to office and dismissed from office by orderCEO OOO ">.

1.3. Head of tender departmentreports directlycommercial director.

1.4. For the position Head of the tender departmentappoint a person who hashigher (economic or engineering-economic) education.

1.5. Head of tender department must know:
− legislative and regulatory legal acts, methodological materials on issues participation in auctions (tenders);
– basic principles and concepts of the ordering system for government and municipal needs;
– the main processes and resources of the system for placing orders for state and municipal needs;
– regional regulatory legal acts related to the placement of orders for state and municipal needs;
– antimonopoly law;
–
– planning the placement of state and municipal orders;
– procedures for placing state and municipal orders by the method of open and closed tenders;
– notice procedure, tender documentation, the procedure for submitting applications for participation in the competition, opening envelopes with applications for participation in the competition and opening access to applications submitted in the form electronic documents, consideration of applications, evaluation and comparison of applications for participation in the competition, the consequences of declaring the competition invalid;
– criteria for evaluating applications for participation in the tender, comparative analysis methods for evaluating applications for participation in the tender;
– the procedure for placing state and municipal orders;
– the procedure for notification, tender documentation, the procedure for submitting applications, consideration of applications, conducting, summing up, the consequences of declaring invalid;
– features of tenders and government supplies in electronic form;
– placing an order by requesting quotations;
– efficiency of placing orders for state and municipal needs;
– control order for compliance with the legislation of the Russian Federation on the placement of state and municipal orders;
- about liability for violations in the placement and execution of orders for the supply of goods, performance of work, provision of services for state and municipal needs;
– ensuring the protection of the rights and interests of participants in the placement of orders, the appeal procedure;
– information support of state and municipal orders;
– structure and features of state and municipal contracts;
– management of the execution of state and municipal contracts, accounting of contracts;
– the specifics of placing orders for state and municipal needs;
– features of placement of state and municipal orders for the supply of goods, for services;
– features of placement of state and municipal orders for different kinds works;
– civil, administrative, labor legislation in the part relating to the regulation of activitiesLLC "Beta";
– basics of management, personnel management;
– basics of project management;
– ethics business communication.

1.6. In its activityHead of tender departmentguided by:
− legislative and regulatory legal acts, teaching materials for questionsplacing orders fordelivery of goods, performance of work,provision of services for state and municipal needs;
– local regulations LLC "Beta", including the Rules of Internal work schedule;
- orders (instructions)General Director of LLC "Beta";
- this Job Description.

1.7. During the period of absenceHead of the tender departmenthis duties are assigned to the employee appointed by orderGeneral Director of LLC "Beta".

2. JOB RESPONSIBILITIES

Head of tender departmentperforms the following duties:
2.1. Manages the activities of the tender department.
2.2. Organizes current and advanced planning activities tender department, taking into account the goals, objectives and directions for the implementation of which it was created, provides control of implementation planned assignments coordinating the work of employees tender department.
2.3. Provides methodological and practical assistancetenderdepartment for preparation and participation in tenders and public procurement.
2.4. Makes suggestions to improve the workflow and management of the tender department.
2.5. Participates in the selection and placement of staff tender department, in the organization of their professional development and professional excellence.
2.6. Participates in the preparation and certification of employees of the tender department.
2.7. Ensures timely preparation of established reporting documentation.
2.8. Conducts monitoring of tenders, competitions, auctions in funds mass media and on the Internet.
2.9. Participates in the preparation of tender documentation.
2.10. Represents interestsLLC "Beta"in the course of competitive procedures.
2.11. Participates in the development of provisions, regulations and guidelines on electronic tenders and government supplies.
2.12. Represents managementLLC "Beta"proposals to improve the quality of work of the tender department employees.

3. RIGHTS

Head of tender department has the right to:
3.1. Require immediate supervisor to assist in the execution official duties and exercise of rights.
3.2. Get to know the draft solutionsGeneral Director of LLC "Beta"relating to activitieslogistics department.
3.3. Submit your line manager andGeneral Director of LLC "Beta"proposals on issues of their activities, including raising questions about improving their work, improving the organizational and technical conditions of work, increasing salaries, payment overtime work in accordance with the legislation and regulations governing the system of remuneration of employeesLLC "Beta".
3.4. receive from workersLLC "Beta"information necessary to carry out their activities.

4. RESPONSIBILITY

Head of tender departmentis responsible:
4.1. For failure to perform or improper performance of their duties stipulated by this Job Description - in accordance with the current labor law.
4.2. For other offenses committed during the period of its activities (including those related to causing material damage and damage business reputation LLC "Beta"), - in accordance with the current labor, civil, administrative and criminal legislation.

I approve [organizational and legal [signature] [F. I. O., position, form, name of the head or other organization, enterprise, official, institution] authorized to approve the job description] [day, month, year] M.P. [name of organization, enterprise, institution] This job description was developed and approved on the basis of employment contract with the head of the department of tenders and government supplies, in accordance with Labor Code Russian Federation, other regulatory legal acts regulating labor relations. 1. General provisions 1.1. The Head of the Tenders and Public Procurement Department belongs to the category of managers and reports directly to [position title]. 1.2.

Request and receive necessary information and documents related to the issues of its activities. 3.2. Make suggestions to the immediate supervisor to improve the work related to the duties provided for in this job description.
3.3.

Attention

3.5.

Sign and endorse documents within their competence. 3.6. Engage all experts structural divisions[organizations, institutions] to solve the tasks assigned to it.

3.7.

Occupational Safety and Health

Basic principles and methods for promoting the presented products in the municipal and budget markets; § The specifics of promoting products on the commercial market; § Venues for holding tenders, open competitive bidding, electronic auctions; § Rules for responding to requests for quotations, offers; § Methods of working with the media; § Basic technological and design characteristics and consumer properties of the products sold; § Fundamentals of pricing and pricing policy; § Terms of delivery, storage and transportation of products; § methods of organizing accounting and reporting on the implementation of sales plans and sales of products; § The procedure for providing organizational, administrative and other documents for participation in competitions; § Internal labor regulations; § Rules and norms of labor protection; § Ethics of business communication. 1.5.

Job description of the head of the department of tenders and public supplies

I APPROVE General Director of Phoenix LLC "" 20 No. Job description of a specialist in tender work development department 1.1. The tender specialist belongs to the category of specialists.
1.2. In his activities, the specialist in tender work is guided by: § the charter of the enterprise; § regulation on the development department; § legislative documents, regulatory legal acts of the Russian Federation, as well as methodological materials regulating the issues of work performed in the field of tendering; § orders, orders and instructions of the enterprise management, head of the development department; § internal labor regulations; § this job description. 1.3. The tender specialist reports directly to the head of the development department. 1.4.

1. General Provisions

If necessary, ask for clarifications and take into account changes in the tender documentation. 1.11. promptly prepare full package documents. 1.12.

Interact with managers and heads of departments on the specifics and pricing of the products offered and the technical part of the applications. 1.13. Analyze technical part applications for compliance with current legislation (FZ-94).

1.14. Submit competitive bids. 1.15. Negotiate and correspond with the organizers of competitions. 1.16. Manage multiple projects at the same time. 1.17. Timely provide all the necessary information about the terms of delivery, guarantees, certificates.

1.18. Conclude agreements, contracts. 1.19.

Resume of the head of the tender department in Moscow

Submits proposals to the management of the [organization, institution] on improving the quality of work of the department's employees. 3. Rights of the employee Head of tenders and public procurement has the right: 3.1.

Request and receive the necessary information and documents related to the issues of its activities. 3.2. Make suggestions to the immediate supervisor to improve the work related to the duties provided for in this job description.
3.3. Give orders to subordinate employees and monitor their implementation. 3.4. Introduce management ideas about the promotion or punishment of employees under his supervision.

3.5. Sign and endorse documents within their competence. 3.6. Involve specialists from all structural divisions [organizations, institutions] in solving the tasks assigned to him.
3.7.

Submits proposals to the management of the [organization, institution] on improving the quality of work of the department's employees. 3. Rights of an employee The head of the tenders and public procurement department has the right to: 3.1. Request and receive the necessary information and documents related to the issues of its activities. 3.2. Make suggestions to the immediate supervisor to improve the work related to the duties provided for in this job description.
3.3.

Give orders to subordinate employees and monitor their implementation. 3.4. Introduce management ideas about the promotion or punishment of employees under his supervision.

3.5. Sign and endorse documents within their competence. 3.6. Involve specialists from all structural divisions [organizations, institutions] in solving the tasks assigned to him. 3.7.

A person who has a higher professional legal or economic education and additional training or at least 2 years of work experience in the field of tendering. 1.5. The tender work specialist is appointed and dismissed from his position by order of the enterprise on the proposal of the head of the development department in accordance with the requirements of the Labor Code of the Russian Federation.

During the absence of a specialist in tender work, his duties are performed by a person appointed by order of the General Director. This person acquires the appropriate rights and is responsible in accordance with this instruction.

1.7. When restructuring (reorganizing) an enterprise, changing a business, etc., appropriate changes and additions are made to this job description. 2. Requirements for knowledge and qualifications: 2.1.

Job description of the head of the tenders and public procurement department [name of organization, enterprise, institution] This job description was developed and approved on the basis of an employment contract with the head of the tenders and public procurement department, in accordance with the Labor Code of the Russian Federation, other regulatory legal acts regulating labor legal relations. 1. General provisions 1.1. The Head of the Tenders and Public Procurement Department belongs to the category of managers and reports directly to [position title].

1.2. A person who has higher education and who has passed a qualifying exam in a special program [insert as appropriate] and work experience in the specialty corresponding to the profile of the department, not less than [value] years. 1.3.

Makes suggestions to improve the workflow and management of the Tenders and Public Procurement Department. 2.5. Participates in the selection and placement of personnel of the department, in organizing the improvement of their qualifications and professional skills.

Participates in the preparation and conduct of certification of employees of the department. 2.7. Ensures timely preparation of established reporting documentation.

Monitors tenders, competitions, auctions in the media and on the Internet. 2.9. Participates in the preparation of tender documentation. 2.10.

Represents the interests of [organizations, institutions] in the implementation of competitive procedures. 2.11. Participates in the development of regulations and guidelines for electronic tenders and public procurement. 2.12.
Makes suggestions to improve the workflow and management of the Tenders and Public Procurement Department. 2.5. Participates in the selection and placement of personnel of the department, in organizing the improvement of their qualifications and professional skills. 2.6. Participates in the preparation and conduct of certification of employees of the department. 2.7. Ensures timely preparation of established reporting documentation. 2.8. Monitors tenders, competitions, auctions in the media and on the Internet. 2.9. Participates in the preparation of tender documentation. 2.10. Represents the interests of [organizations, institutions] in the implementation of competitive procedures. 2.11. Participates in the development of regulations and guidelines for electronic tenders and public procurement. 2.12.

6.3. For the proper and timely delivery of cases upon transfer to another job, dismissal from office to the person entering the current position, and in the absence of such, to the person replacing him or directly to the head of the development department. 6.4. For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation. 6.5.

RESPONSIBILITY 4.1. For non-fulfillment or improper fulfillment of their duties provided for by this Instruction - in accordance with the current labor legislation. 4.2. For offenses committed during the period of its activities - in accordance with the current civil, administrative and criminal legislation. 4.3. For causing material damage - in accordance with applicable law. 5. OTHER TERMS 5.1. This job description is communicated to the Tender Specialist against receipt. One copy of the instruction is kept in the employee's personal file. I am familiar with the instructions and undertake to comply with: "" 2009

Occupational Safety and Health

For improper performance or non-performance of their official duties provided for in section 3 of this job description - to the extent determined by the current labor legislation of the Russian Federation.
6.2. For violation of the rules and regulations governing the activities of the enterprise.
6.3. For the proper and timely delivery of cases upon transfer to another job, dismissal from office to the person entering the current position, and in the absence of such, to the person replacing him or directly to the head of the development department.

Attention

For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation.

6.5.

Job description of the head of the tender department

For causing material damage and (or) damage to the business reputation of the enterprise - within the limits determined by the current labor and civil legislation of the Russian Federation.
6.6.

For non-fulfillment or improper fulfillment of the “Internal Labor Regulations”, safety and fire safety rules, orders and orders to preserve trade secrets and confidential information of the enterprise.

For other violations and misdemeanors in accordance with the current legislation of the Russian Federation and internal regulations of the enterprise.

7.1. This job description is communicated to the tender work specialist against receipt.

One copy of the instruction is kept in the employee's personal file.

Job description of the head of the department of tenders and public supplies

1.6. The official duties of the head of the department of tenders and public supplies in his absence are performed by [fill in the appropriate].
2.

Manages the activities of the Tenders and Public Procurement Department. 2.2. Organizes the current and long-term planning of the department's activities, taking into account the goals, objectives and directions for the implementation of which it was created, provides control over the implementation of planned targets, coordinates the work of the department's employees. 2.3. Provides methodological and practical assistance to employees of the department on issues of preparation and participation in tenders and public procurement. 2.4.

1. General Provisions

Professionally important qualities: [list qualities].

1.6. The official duties of the head of the department of tenders and public supplies in his absence are performed by [fill in the appropriate].
2.

Job responsibilities The following job responsibilities are assigned to the head of the tenders and public procurement department: 2.1.

Manages the activities of the Tenders and Public Procurement Department.

2.2. Organizes the current and long-term planning of the department's activities, taking into account the goals, objectives and directions for the implementation of which it was created, provides control over the implementation of planned targets, coordinates the work of the department's employees. 2.3. Provides methodological and practical assistance to employees of the department on issues of preparation and participation in tenders and public procurement. 2.4.

Job description of a tender specialist (Russian)

I APPROVE Director General of LLC "Phoenix" "" 20
№

Job description of a specialist in the tender work of the development department 1.1.

The tender specialist belongs to the category of specialists. 1.2.

In his activities, the specialist in tender work is guided by: § the charter of the enterprise; § regulation on the development department; § legislative documents, regulatory legal acts of the Russian Federation, as well as methodological materials regulating the issues of work performed in the field of tendering; § orders, orders and instructions of the enterprise management, head of the development department; § internal labor regulations; § this job description.

The tender specialist reports directly to the head of the development department.

Head of the tender department job description

Require management to assist in the performance of their professional duties and the exercise of rights.

3.8. For all statutory social guarantees. 3.9.

4. Responsibility of the employee The head of the department of tenders and public supplies is responsible for: 4.1. For failure to perform or improper performance of their official duties provided for by this job description - to the extent determined by the current labor legislation of the Russian Federation. 4.2. For causing material damage to the employer - within the limits determined by the current labor and civil legislation of the Russian Federation. 4.3. For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal, civil legislation of the Russian Federation.
Makes suggestions to improve the workflow and management of the Tenders and Public Procurement Department. 2.5.

Participates in the selection and placement of personnel of the department, in organizing the improvement of their qualifications and professional skills.

2.6. Participates in the preparation and conduct of certification of employees of the department. 2.7. Ensures timely preparation of established reporting documentation. 2.8. Monitors tenders, competitions, auctions in the media and on the Internet. 2.9.

Participates in the preparation of tender documentation. 2.10.

Represents the interests of [organizations, institutions] in the implementation of competitive procedures. 2.11.

Participates in the development of regulations and guidelines for electronic tenders and public procurement.

2.12.
Require management to assist in the performance of their professional duties and the exercise of rights. 3.8. For all social guarantees provided for by law. 3.9.

Other rights provided for by labor legislation.

Head of the tender department job responsibilities

A person who has a higher education and has passed a qualification exam in a special program [insert as appropriate] and at least [value] years in the specialty corresponding to the profile of the department is accepted for the position of head of the department of tenders and public supplies.

The head of the department of tenders and public supplies is appointed to the position and dismissed from the post by order of [name of the position of the head].

1.4.
A person who has a higher professional legal or economic education and additional training or work experience in the field of tendering for at least 2 years is appointed to the position of a specialist in tender work. 1.5.

The tender work specialist is appointed and dismissed from his position by order of the enterprise on the proposal of the head of the development department in accordance with the requirements of the Labor Code of the Russian Federation.

1.6. During the absence of a specialist in tender work, his duties are performed by a person appointed by order of the General Director. This person acquires the appropriate rights and is responsible in accordance with this instruction. 1.7.

When restructuring (reorganizing) an enterprise, changing a business, etc.

n. this job description is amended and supplemented accordingly. 2. Requirements for knowledge and qualifications: 2.1.

Submits proposals to the management of the [organization, institution] on improving the quality of work of the department's employees.

Rights of an employee The head of the tenders and public procurement department has the right to: 3.1.

Request and receive the necessary information and documents related to the issues of its activities. 3.2.

Make suggestions to the immediate supervisor to improve the work related to the duties provided for in this job description.

3.3. Give orders to subordinate employees and monitor their implementation. 3.4.

Introduce management ideas about the promotion or punishment of employees under his supervision.

Sign and endorse documents within their competence.

3.6. Involve specialists from all structural divisions [organizations, institutions] in solving the tasks assigned to him. 3.7.

The tendering specialist professional purchasing in the interests of the company, and also participates in the search, organization and conduct of tenders.

Tender manager is a relatively young profession that has become popular due to the emergence and development of electronic auctions. Without an experienced manager, it is difficult for a company to fully participate in the tender. Therefore, such a specialist is a useful and necessary employee who influences the development of the company. The work he does is very responsible and complex, it requires skills, extensive knowledge and solid experience in sales. The failure of the tender is not only a lost profit, but also a strong blow to the company's image.

Functional responsibilities of the tender manager:

Website monitoring, trading floors involved in conducting state and commercial tenders;

Search and selection of a tender in accordance with the characteristics of the company's activities;

Registration on trading platforms;

Analysis of the economic benefits of participation in the tender;

Information support;

Diplomatic correspondence, negotiating with organizers of tenders, clarification of documentation;

Information support and participation in the preparation of a package of documents (for the technical part);

Cooperation with departments on the specifics and pricing of products that are offered;

Analysis of applications for their compliance with current legislation (FZ-94, FZ-223) and subsequent execution;

Informing about the terms of delivery, guarantees, necessary certificates, licenses for participation in tenders;

Work on electronic trading platforms;

Control over the passage of tenders at each stage (including on-line): consideration of applications from participants, summing up, signing contracts;

Reporting on the results of the tender.

Finding the right trader is hard enough. But many large companies need such employees. For search suitable place work, it is enough to drive in the search engine "manager for tenders vacancies."

To become a specialist in tenders, you can take specialized courses, after which a person is already ready.

Taxes from entrepreneurial activity are received by the state treasury and sent to them, among other things, to pay for work performed within the framework of state orders or goods necessary for state needs. And, since the economy has long ceased to be planned, the cost of these works and goods depends, among other things, on market conditions, i.e. it can be completely different. Because the savings and rational use funds allocated from the budget, is the main task of the financial, among enterprises wishing to supply the necessary goods or perform certain work, is announced. In fact, this is a competition where the winner is chosen, whose goods, services or works have the best price-quality ratio.

Announcement of upcoming tenders Customer – municipal or state organization places on a specialized website of public procurement on the Internet and on some other portals. The announcement contains tender documentation, which lists the requirements for the subject of the auction, the timing of its delivery or completion, the criteria by which the winner of the auction will be selected. Participants of the declared are obliged to submit their applications before a certain period, if necessary, a bank guarantee or a suretyship agreement can be attached to the application as a guarantee.

Why do you need a tender department in the enterprise

The execution of a state order may not be very profitable in commercially, is a prestigious work that enhances the business image of any company. Therefore, enterprises, even, at times, somewhat underestimate the cost of their services, goods and works. In order to monitor the conduct, to have time to submit applications and participate in them, companies employ dedicated specialists for this and even create entire tender departments if the company is large enough and is a regular participant in such competitive bidding.

Specialists working in the tender departments monitor Internet portals, specialized sites and trading platforms where announcements are posted on government tenders. They must also analyze the tender documentation and decide whether it is economically feasible for the company to participate in a particular tender, and based on this make decisions on participation in them. They promptly prepare applications for participation and all the necessary package of documents specified in the tender documentation as a mandatory application.

The duties of the employees of these departments also include consultations with managers and heads of other departments on the specifics and pricing of the products offered and the technical part of the applications, business correspondence with the customer, timely provision of all necessary information at his request about the terms of delivery, guarantees, available certificates.

The tender department is an effective tool for tender sales, and especially in an unstable economic situation. In addition, any company, sooner or later, faces the need to expand opportunities for marketing its products / services. An effective tool to expand sales channels is the development of the tender direction. Participation in tenders and, in case of victory, conclusion of contracts with state and commercial suppliers.

Of particular relevance is the development of the tender direction and the tender department, in particular, during the crisis, when commercial companies significantly reduce their budgets or completely refuse to conclude contracts in a number of non-vital areas. The state, even in times of crisis, purchases and will continue to purchase works, goods, and services necessary for the normal functioning of the entire country. In addition, the state is a reliable client that pays the bills.

Tender department: tasks

The main tasks of the tender department, which are worth highlighting are:
Ensuring the participation of the company in tenders
participation in the creation and maintenance of the company's image
attracting new contracts through a tender system and attracting new customers, as well as retaining / returning old customers

A prerequisite for effective activity in this direction is the creation of a tender department with qualified specialists motivated for results. This will be discussed in the article.

Typical organizational structure of the tender department

Let's take a look at the typical structure of the tender department. I’ll make a reservation right away that the structure that we will consider is typical. AT large companies Responsibilities can be assigned to an individual specialist, in small companies the responsibilities of the entire tender department can be redistributed between one or two employees.
Head of the tender department
Deputy Head / Chief Specialist
Manager /
Assistant manager / secretary

The subordination scheme looks like this:

Distribution of duties of employees of the tender department and typical job descriptions

One of standard errors which is allowed during the creation and development of the tender direction is the redistribution of functions and responsibilities for the preparation of tenders between specialists who have not previously been involved in this and do not have sufficient knowledge in this area.

For example, in addition to the basic functions, a lawyer is also given the development of directions for tenders. This may not be a lawyer, in some companies the functions of preparing tenders are transferred to a secretary, assistant manager or accountant. This is an inefficient approach, which ultimately affects the results of work in tenders.

For effective participation tenders require knowledge in this area, as well as experience. The most rational and efficient approach is to create a tender department that initial stage may consist of one specialist. But this specialist must be trained in the field of tenders and have relevant practical experience. The activities of the tender department should be aimed at achieving only one goal - the effective participation of the company in tenders and obtaining new contracts for the company through the bidding system.

The distribution of responsibilities within the tender department, which we will consider with you, are also typical and may differ in a particular organization.

Head of the tender department:
2.1. Monitors tender announcements in various sources.
2.2. Coordinate participation in the auction with the director of the Company or heads of departments, based on the specifics of the activities of the departments.
2.3. Analyzes the participation of competitors in the auction and provides information to the management of departments necessary for the formation of financial proposals.
2.4. Participates in the preparation of requests for clarification of procurement documentation together with the legal department;
2.5. Responds to current questions on the preparation of documentation for participation in the auction to representatives of departments and tender organizers.
2.6. Plans the activities of department employees.
2.7. Controls the preparation of proposals (financial and technical) for tenders, estimates and work schedules by the Company's specialists and determines the deadlines for the submission of documentation by the Company's specialists appointed by the heads of departments to the tender department;
2.8. Controls the preparation of packages of documents for tenders by department employees.
2.9. Participates in filling out forms of documents, in accordance with the procurement documentation;
2.10. Prepares a package of documents for strategically important tenders in accordance with the requirements of the procurement documentation.
2.11. Controls the sending of documents for tenders;
2.12. Prepares accounting documentation and submits it to the director of the company.
2.13. In case of winning the auction, provides the necessary information for the conclusion of the contract to the Company's employees. Responsibility for changes in calendar plans, technical proposals, etc., necessary for the conclusion of the contract, lies with the specialists of the departments that won the auction.
2.14. Informs the legal department about the need to issue bank guarantees and the deadlines for submitting documents.
2.15. Provides information to the accounting department necessary to pay for the security of applications for participation in tenders and information on the timing of the submission of payment orders to the tender department.
2.16. Tracks changes in the Legislation, the legal framework for the preparation of tender documentation, public procurement and acquaints the department staff with this information.
2.17. Supervises the activities of subordinates, takes measures to ensure their compliance with the rules of internal labor regulations.
2.18. Submits proposals for the promotion or imposition of penalties on employees of the department, contributes to the improvement of their qualifications.

Well, now we will analyze typical duties tender specialist.

Tender Specialist:
2.1. Participates in the monitoring of tender announcements in various sources
2.2. Responds to current questions on the preparation of documentation for participation in the auction to representatives of departments and tender organizers.
2.3. Prepares a package of documents in accordance with the requirements of the tender documentation:
 draws up proposals (financial and technical) provided by department specialists in accordance with documentation standards;
 requests financial data and documents on the Company from the accounting department;
 requests (depending on the requirements of the procurement documentation) certificates from various government agencies as part of the preparation of tender documents in the area of its responsibility;
 on behalf of the head of the department fills in the forms of documents in accordance with the procurement documentation;
- on behalf of the head of the department collects documents ( constituent documents, licenses, diplomas, certificates of specialists, copies of contracts, acts, etc.)
 scans, photocopies the documents necessary for the preparation of an application for a tender.
 organizes notarization of documents necessary for the preparation of a package of documents for the tender
2.4. The tender specialist forms a package of documents included in the tender in the manner determined by the procurement organizer and in accordance with the requirements for documentation.
2.5. Organizes the sending of documents for tenders and controls their receipt by the Customers;
2.6. In case of production necessity, it performs courier functions.
2.7. Structures information about the auctions on electronic and paper media.
2.8. On behalf of the head of the department, he draws up letters, requests, and other documents.
2.9. Prepares responses to letters and inquiries in the area of his competence
2.10. Carries out the instructions of the head of the department in the field of his competence.

Tender department and process management

The head (head) of the tender department manages the process, performing planning, monitoring, control, analysis and acceptance management decisions. In different companies, the tender work and management process can be organized in different ways. But we will consider the standard option, when the functions of the management of the tender department are carried out by the head of the tender department.

The head of the tender department plans the progress of the process according to the number of tenders agreed, using the following information:
information about announced tenders,
the requirements of the procurement organizer set forth in the procurement documentation,
information about the results of participation in the auction

The head of the tender department records the results of planning during internal documents department. In practice, you can plan the preparation of tenders using Excel. That is, keep a table with information on the customer, the subject of the purchase, the initial (maximum) price, the price of the participant, the deadline for accepting documents, the timing of summing up and other information that may be useful in the work. This table can be used for reporting to management.

As an alternative to this option, reporting can be done in specialized services and programs.

Tender department and its work technology

Let's take a look at the very process of the tender department in the supplier's company and the scheme of interaction within the company.

The tender work begins with the receipt of information about the ongoing tenders in accordance with the data on the need for the provision of services received from the company's management. That is tender specialist or the head of the tender department first finds the bidding taking into account the selection criteria: price, region, subject of bidding or other information that comes from the company's management.

The process ends under the following conditions:
obtaining information about the results of trading
communicating information to stakeholders within the company.

Information about the results is published in the Unified information system or if it commercial tender, then the information can be obtained orally from the customer or from the customer's website. Further, the information received is transmitted to the relevant department through the CRM system, or by e-mail or verbally. In case of a win, information is additionally transmitted on the date of placement of the results of the auction, the amount of the contract security and the terms of the contract. Further, the responsible specialist for the conclusion of the contract is engaged in the execution of a bank guarantee and the conclusion of the contract. In practice, often the functions of concluding contracts are assigned to a company lawyer or a specialist in the tender department. In the event that a specialist of the tender department is engaged in the conclusion of contracts, the process ends at the time of the conclusion of the contract with the customer.

The necessary conditions for the continuation of the business process of the tender department is the timely coordination of bidding with management, which includes primary selection, secondary selection and final selection of tenders. At the stage of primary selection, the manager selects tenders taking into account the criteria of price, region, subject of purchase. At the secondary selection, selected purchases are analyzed by the head of the tender department and the heads of specialized departments for the expediency of participation. The criteria for evaluating the application are analyzed, the expediency of participation is determined, taking into account the costs of business trips and taking into account the possible reduction in the price of competitors.

At the final stage, specialists of the profile department analyze technical requirements purchases, deadlines. The head of the tender department analyzes the previous purchases of the customer for similar purchases, analyzes the prices of competitors and calculates a forecast for a possible reduction in price. Taking into account these factors, the management of the relevant department and, if necessary, the company's management makes the final decision on the advisability of participating in the auction.

Tender department: main stages and principles of work

From the point of view of structural construction, tender work is a system of sequential actions aimed at meeting the Company's predetermined requirements and needs, including time, cost, and resource restrictions, taking into account the nature and specifics of work for a particular service.

Main steps of the process

Monitoring of bidding announcements in various sources.
Coordination with the leaders of the Company, heads of departments for participation in the auction in accordance with the policy of the Company and the specifics of the activities of the divisions.
Planning the preparation of documentation for participation in the auction in accordance with the deadlines for submitting documents.
Formation of a package of documentation in accordance with the requirements and in the manner determined by the organizers of the auction.
Checking documentation for compliance with requirements.
Correction of documentation, if necessary.
Reviewing changes before submitting documentation.
Preparing the package for shipment and sending documentation.
Control of sending documentation to the organizers of the auction.
Monitoring the results of participation in the auction.
Bringing information about the results of the auction to interested parties within the company.

Basic principles for performing tender works:
Consistency– work is organized and performed in accordance with the internal standards of the Company's documentation and taking into account the entire set of documentation requirements.
Sequence - planning and execution of work occurs in a strict sequence, in which subsequent tasks use the results of previous ones.
Relevance– works must comply with current trends and requirements set out in the procurement documentation and legislative acts.
Efficiency- any item of work is aimed at achieving a specific result, which, in turn, is a mandatory component of the final result.
Confidentiality- all materials received within the company as part of the work, all intermediate and final results in any presentation format are the property of the company and their distribution or further use in any form is not allowed without special permission.

Note: In cases where you have suspicions about the integrity of the tender organizer's employees, for example, when there is reason to believe that confidential information with your price offer may be disclosed to other bidders, we recommend that you ensure that proposals are delivered at the last moment. At the last moment, this is the filing of an application a few hours before the deadline for accepting applications, or to apply directly at the opening of the envelopes.

Sources of information used in the provision of the service

initial information received from the Organizers of tenders (announcement on the website, notification of changes in the terms of the tender; documentation for participation in the tender, procurement plan, protocol of consideration and evaluation)
initial information received from the Customer (depending on the conditions of the procurement documentation: methodology, methodology, concept, technical proposal, list of specialists, information about experience, calendar plan, financial offer)
own information base (sample documents of the Company, forms)

Tender work and documentation of results

Documentation of the work on the preparation of the documentation of the bidder and its results is carried out using templates of documents of the established sample (report format). In a company, a form, for example, prepared in Excel, can be accepted as a reporting document. Also, information about prepared tenders, about the results of the work of the tender department can be recorded in CRM system or other specialized programs or services, for example, in the Tenderplan service.

Payment and motivation system

The most popular payment systems in the field of tenders are as follows:
1) pay for results
2) fixed payment

In the first case, the company motivates the employees of the tender department to get results, i.e. obtaining new contracts for the company. In the second case, such motivation is actually absent.

Possible variations of the "Pay for results" system:
1. Salary + percentage of tenders won
2. Salary + fixed bonus based on performance
3. Percentage of tenders won
4. Payment for each admitted application.
The most common payment options for in-house tender specialists are the first and second, for remote specialists, options 3 and 4. Variations are also possible, for example, when a freelancer prepares only the first part of the application for the auction and, if the application for the first part is accepted, receives a fixed payment. The second part of the application is prepared by the customer's specialists, who receive a salary and a percentage of the tenders won or a salary and a fixed bonus.
The undoubted advantage of this system of remuneration is the motivation for the final result. The interest and result with such a system of remuneration is higher than with a fixed salary. Provided, of course, that the salary is not meager, but market.

Now we will consider options for a fixed payment:
1. Fixed salary
2. Fixed payment for each prepared application
In the first option, various variations are also possible, for example, when payment for processing is added to the salary. In cases where the volume of prepared tenders is large and there are a lot of processing, then the amount of payment for processing can also be significant.

Tender support pros and cons

Companies and entrepreneurs who are just entering the state order market make one common mistake. The entire tender direction of the company is completely outsourced to a company that provides support in the field of tenders. Main and main mistake is that no company other than yours and no specialist other than your employee will be so much interested in the result.

First minus attracting an outsourcing company through tenders is:
- weak interest in the result of the employee who will prepare the application for you. Even if you pay a decent fee to an outsourcing company, it will most likely not affect the payment of a particular employee who will prepare your application.
Second minus it is not always high literacy in your subject, those employees of the outsourcing company who will prepare the application.
Third minus it is weak control over the activities of employees preparing tenders. You may not always know and understand exactly whether an employee of an outsourcing company is working on your tender and at what stage the project is.

As a result, having paid decent money for the work, you can get a situation in which there is no interest in the result of the work, the performer is not highly professional in your subject, and there is no control.

Therefore, it is highly not recommended to give the entire direction of tenders for outsourcing. It is possible and necessary to involve outsourcing companies to support tenders and freelancers, but you need to delegate only some part of the tasks and control the process of preparing applications.

That is, we need a tender specialist in the company who would be motivated for results in tenders, perform some of the functions himself personally, and delegate some. For example, the preparation of the first parts of the auctions can be delegated to a tender escort company or a freelancer. The main thing is that specialists in your field have sufficient practical experience.

Delegating the functions of searching for tenders is highly discouraged, since in order to select really promising and interesting purchases on your topic, you need to understand this topic deeply and be able to analyze and calculate the prospects for participation. A specialist who does not understand your subject will not be able to do it qualitatively.

The main advantage of hiring a freelancer or a tender support company is the reduction of time for routine operations. The time saved can be used more rationally for better results. For example, spend more time on analytics. It is also possible to increase the number of processed and prepared tenders.

I approve

[organizational and legal [signature] [F. I. O., position

Form, name of the head or other

Organizations, enterprises, officials,

Institutions] authorized to approve

job description]

[day month Year]

M.P.

Job description

Head of Tenders and Public Procurement Department

[name of organization, enterprise, institution]

This job description has been developed and approved on the basis of an employment contract with the head of the tenders and state supplies department, in accordance with the Labor Code of the Russian Federation, other regulatory legal acts regulating labor relations.

1. General Provisions

1.1. The Head of the Tenders and Public Procurement Department belongs to the category of managers and reports directly to [position title].

1.2. A person who has a higher education and has passed a qualification exam in a special program [insert as appropriate] and at least [value] years in the specialty corresponding to the profile of the department is accepted for the position of head of the department of tenders and public supplies.

1.3. The head of the department of tenders and public supplies is appointed to the position and dismissed from the post by order of [name of the position of the head].

1.4. The head of the tenders and public procurement department should know:

General principles for placing orders for state and municipal needs;

Basic principles and concepts of the ordering system for state and municipal needs;

The main processes and resources of the ordering system for state and municipal needs;

The system of placing state and municipal orders in the context of social, political, economic processes Russian Federation;

Regulatory legal framework for the placement of state and municipal orders;

the Constitution of the Russian Federation;

International norms for placing government orders;

Russian legislation on the organization of placing orders for the supply of goods, performance of work, provision of services for state and municipal needs;

Regional regulatory legal acts related to the placement of orders for state and municipal needs;

Antimonopoly legislation of the Russian Federation;

Planning the placement of state and municipal orders;

The procedure for notification, tender documentation, the procedure for submitting applications for participation in the competition, opening envelopes with applications for participation in the competition and opening access to applications submitted in the form of electronic documents, consideration of applications, evaluation and comparison of applications for participation in the competition, the consequences of declaring the competition invalid ;

Criteria for evaluating applications for participation in the tender, comparative analysis of methods for evaluating applications for participation in the tender;

The procedure for placing state and municipal orders;

The procedure for notification, tender documentation, the procedure for submitting applications, consideration of applications, conducting, summing up, the consequences of declaring invalid;

Features of holding tenders and state deliveries in electronic form;

Placing an order by requesting quotations, including for the purpose of providing humanitarian assistance, or eliminating the consequences of natural or technogenic character, y sole supplier(executor, contractor) of exchange goods on commodity exchanges;

Efficiency of placing orders for state and municipal needs;

Control over compliance with the legislation of the Russian Federation on the placement of state and municipal orders. Responsibility for violations in the placement and execution of orders for the supply of goods, performance of work, provision of services for state and municipal needs;

Ensuring the protection of the rights and interests of participants in the placement of orders, the appeal procedure;

Information support of state and municipal orders;

The structure and features of state and municipal contracts;

Management of the execution of state and municipal contracts, accounting of contracts;

Specifics of placing orders for state and municipal needs;

Features of placement of state and municipal orders for the supply of goods;

Features of placement of state and municipal orders for services;

Features of placement of state and municipal orders for various types of work;

Civil, administrative, labor legislation in the part relating to the regulation of the activities of [organizations, institutions];

Fundamentals of management, personnel management;

Fundamentals of project management;

Internal labor regulations [organizations, institutions];

Rules for labor protection, fire safety, industrial sanitation.

1.5. Professionally important qualities: [list qualities].

1.6. The official duties of the head of the department of tenders and public supplies in his absence are performed by [fill in the appropriate].

2. Job responsibilities

The following job responsibilities are assigned to the head of the tenders and public procurement department:

2.1. Manages the activities of the Tenders and Public Procurement Department.

2.3. Provides methodological and practical assistance to employees of the department on issues of preparation and participation in tenders and public procurement.

2.4. Makes suggestions to improve the workflow and management of the Tenders and Public Procurement Department.

2.5. Participates in the selection and placement of personnel of the department, in organizing the improvement of their qualifications and professional skills.

2.6. Participates in the preparation and conduct of certification of employees of the department.

2.7. Ensures timely preparation of established reporting documentation.

2.11. Participates in the development of regulations and guidelines for electronic tenders and public procurement.

2.12. Submits proposals to the management of the [organization, institution] on improving the quality of work of the department's employees.

3. Worker's rights

The head of the tenders and public procurement department has the right to:

3.1. Request and receive the necessary information and documents related to the issues of its activities.

3.2. Make suggestions to the immediate supervisor to improve the work related to the duties provided for in this job description.

3.3. Give orders to subordinate employees and monitor their implementation.

3.4. Introduce management ideas about the promotion or punishment of employees under his supervision.

Job description of the head of the procurement department[name of company]

This job description has been developed and approved in accordance with the provisions and other legal acts governing labor relations.

1. General Provisions

1.1. The head of the procurement department [name of organization] belongs to the category of managers and reports directly to [insert the necessary one] or to the person replacing him, carries out the instructions of the general director of [name of organization].

1.2. The position of head of the procurement department is appointed by a person with a higher professional education and at least [value] years of experience in procurement.

1.3. Appointment to the position of head of the procurement department and dismissal from it is carried out by order of the general director of [name of organization] on the proposal of [fill in the required one].

1.4. The Purchasing Manager must:

Key legislative and regulatory acts regulating the activities of [name of organization];

The current financial and economic practice in this area;

Requirements for the quality of goods;

Wholesale and retail prices for product groups from the assortment of [name of organization], including prices of major manufacturers, suppliers, as well as competing organizations;

Procurement methods and procedures;

The procedure for concluding contracts with suppliers and monitoring their implementation;

The procedure for settlements under contracts;

Organization of warehouse work [name of organization], methods of planning, control and management of warehouse stock;

Database, as well as other software used by the organization to support the trading process;

Internal labor regulations;

Rules and norms of labor protection, safety measures, industrial sanitation and fire protection.

1.5. The Purchasing Manager is responsible for the following tasks:

Organization and personal guidance purchases of goods across the entire product range of [indicate the name of the organization];

Formation of the assortment, determination of the volume of purchases and participation in pricing;

Ensuring maximum competitiveness of prices and conditions for purchased products.

2. Job responsibilities

2.1. The Purchasing Manager has the following responsibilities:

Management of the work of the purchasing department, distribution among the managers of the department of responsibility for certain product groups and for additional areas of work;

Determining the order and procedure for the purchase of food products, the criteria and norms for conducting purchase transactions, determining and agreeing on the procedure for settlements with suppliers;

Monitoring the state of warehouse stocks for all product groups;

Purchasing policy optimization (order frequency, order size, order time, minimum stock balance) taking into account changes in consumer demand, seasonal fluctuations, deadlines for implementation, the situation in the production of specific food products, as well as other necessary factors;

Carrying out regular analysis of statistics on commodity groups and individual commodity items, determination of profitable, unprofitable and unprofitable groups of goods, ensuring the adjustment of the procurement policy based on the results of such an analysis;

Checking the quantity and quality of domestic supplies;

Implementation of timely selection of suppliers;

Organization and holding of tenders, analysis of tender documentation;

Participation in negotiations with functional divisions in order to achieve the best prices and reduce costs during purchases and deliveries;

Evaluation of the quality and effectiveness of existing suppliers and providers;

Cost-effectiveness management by selecting the most suitable suppliers;

Monitoring the market of goods and services purchased by the company;

Statistics on commodity groups and individual commodity items;

Warehouse analysis, planning the pace of purchases;

Negotiating, preparing and concluding contracts with suppliers and customers;

Making decisions on the necessary changes in the conditions of work with suppliers, achieving optimal conditions for deliveries;

Control over the process of budgeting purchases, pricing, external logistics;

Organization of interaction of the procurement department with other departments of [indicate the name of the organization];

Control of purchasing managers (correspondence of purchase prices to the market situation);

Distribution of responsibilities for certain groups of goods among department managers;

Supervision of subordinate employees

3. Rights

3.1. The head of the purchasing department has the right to:

Act on behalf of [indicate the name of the organization], represent the interests of the organization in relations with other organizations, bodies state power on the organization of procurement;

Get acquainted with the draft decisions of the management of [indicate the name of the organization] related to the procurement and marketing of products;

Make proposals to the management of [indicate the name of the organization] to improve the activities of the procurement department;

Interact with the heads of all structural divisions of [indicate the name of the organization];

Request personally or on behalf of the management of the organization from the heads of departments and specialists the necessary information and documents to perform the assigned tasks;

Sign and endorse documents within their competence;

Take part in negotiations with representatives of enterprises and organizations on issues related to the performance of functional duties;

Establish job responsibilities for employees subordinate to him;

Make proposals to the management of [indicate the name of the organization] to improve the work of the procurement department and its interaction with departments;

Submit for consideration by the management of [indicate the name of the organization] proposals for the appointment, transfer and dismissal of employees of the procurement department, proposals for their encouragement or the imposition of penalties on them;

Improve your skills.

4. Responsibility

4.1. The Purchasing Manager is responsible for:

Failure to perform (improper performance) of their official duties provided for by this job description, within the limits determined by the labor legislation of the Russian Federation;

Offenses committed in the course of carrying out their activities - within the limits determined by the administrative, criminal and civil legislation of the Russian Federation;

Causing material damage - within the limits determined by the labor, criminal and civil legislation of the Russian Federation.

The job description was developed in accordance with [name, number and date of the document].

Head of Human Resources

[initials, last name]

[signature]

[day month Year]

Agreed:

[initials, last name]

[signature]

[day month Year]

Familiarized with the instructions:

[initials, last name]

[signature]

[day month Year]

In 2005 was adopted the federal law No. 94, which regulates the procedure for placing state and municipal advance orders for goods deliveries or the provision of services. He led to the emergence and demand for such a profession as a tender specialist (otherwise he is also called a tender specialist, tender manager, tender manager, auction or tender manager), whose main responsibility is to process applications for various tenders. What requirements employers put forward for candidates for such a position, as well as what other duties they are charged with, are discussed below.

General information about the tender manager

A tender manager is a specialist hired and dismissed by the relevant orders of the manager of the economic entity on the proposal of the head of the department in accordance with the requirements of the Labor Code of the Russian Federation. He is subordinate to the head of the department. In the absence of a tender manager at the workplace, his duties are delegated to another person appointed by order of the management, who acquires the appropriate rights.

The main requirements for the applicant for this position are often two:

higher legal or economic education, availability of additional training;

higher educational establishments in which this specialty is taught are virtually non-existent.

work experience in a similar position for at least 1-2 years, which implies the accumulated experience of participating in events for the selection of suppliers (competitions, auctions, etc.).

In addition, it is important to know:

regulations different levels, methodological recommendations for working with tenders (especially the provisions of Federal Law No. 44, adopted in 2013 instead of Federal Law No. 94, as well as Federal Law No. 223);
platforms for holding tenders, open competitive bidding, electronic auctions;
rules for responding to requests for quotations, offers;
methods of interaction with the media;
nuances of pricing and pricing policy;
methods of promotion of goods, of which he is a representative, in the commercial and state markets;
the main characteristics and properties of the promoted goods, the conditions for their storage and transportation;
the basics of accounting and reporting on the implementation of marketing and sales plans, as well as office work;
the procedure for providing the necessary packages of documents for participation in tenders;
the procedure for ensuring the protection of the rights and interests of participants in tenders and auctions, the nuances of the appeal procedure;
PVTR , labor protection and safety regulations ;
norms business etiquette and business correspondence, telephone conversations;
basic computer programs (Word, Excel, PowerPoint, Outlook Express, Adobe Reader);
rules for the use of computers and office equipment;
the basics of systematizing information (for example, maintaining databases).

The Tender Specialist operates within the framework of:

legislative norms, method materials regulating the issues of functioning in the tender sphere;
statutory provisions;
regulations on the department;
administrative instructions and orders;
PWTR;
provisions of the job description.

Job Responsibilities of a Tender Specialist

The job description of the tender specialist contains the main duties of the employee, which he must perform in working time. these include:

Rights of the tender manager

In addition to duties, a tender specialist has rights guaranteed to him at the federal and local levels. In particular, he can:

Responsibility of the tender manager

Within the framework of domestic labor, civil, criminal and administrative legislation this worker responsible for:

dishonest performance of their duties;
ignoring the rules governing the activity of the subject (in particular, labor protection and safety) and provisions, orders of the management;
improper transfer of cases upon dismissal;
commission of offenses in the workplace, including those that caused damage to the property or business reputation of the organization (especially disclosure of trade secrets and other confidential information).