Position Title: Vendor Registration & Tendering Officer (Saudi Experience Required)
A specialized role focused on vendor registrations, tender submissions,
Document control and compliance for recruitment, manpower supply, heavy
equipment rental, and material supply services.
Role Summary
He will be responsible for managing all vendor registrations, prequalification
submissions, and tendering activities for ITL Contracting company specializing in
overseas recruitment, supplementary manpower, heavy equipment rentals, and
industrial/material supply. The role ensures the company is fully registered, compliant,
and eligible to participate in tenders with major Saudi clients across Oil & Gas, EPC, Civil
Construction, Facilities Management, Industrial Services, and Government entities.
Key Responsibilities
- Vendor Registration & Portal Management
- Complete and maintain vendor registrations with major Saudi clients such as Saudi Aramco, SABIC, Ma’aden, SWCC, SEC, NEOM, Royal Commission, PIF entities, EPC contractors, government procurement portals (Etimad) and private networks SupplHi, Achilles, SAP Ariba, etc.
- Upload and update company documents including CR, Chamber, Zakat, GOSI, Saudization certificates, financials, manpower capability lists, equipment lists, HSE/QA manuals, and project references.
- Track renewal dates, compliance requirements, and portal updates.
- Maintain a master database of vendor codes, portal credentials, and registration statuses.
2. Tendering & Bidding
- Review tender invitations and RFQs related to:
o Overseas recruitment services
o Supplementary manpower supply (hourly/monthly)
o Heavy equipment rental with operators
o Material supply (industrial, oilfield, construction, tools, consumables)
- Prepare technical bid documents including:
o Company profile
o Recruitment capability
o Manpower availability lists
o Equipment fleet details
o Material supply capability
o HSE/QA certifications
o Past performance and project references
- Coordinate with finance to prepare commercial bids, pricing sheets, BOQs manpower rates, equipment rental rates, and supply quotations.
- Upload tender submissions on portals such as Aramco SAP Ariba, Etimad, NEOM, RC, Ma’aden, EPC contractor portals, etc.
- Maintain a tender tracker for submitted, ongoing, and awarded bids.
3. Compliance & Documentation
- Ensure all company documents meet Saudi regulatory and client-specific compliance standards.
- Coordinate with Business Development, HR, Recruitment, Operations, and Finance to collect updated certificates and supporting documents.
- Verify accuracy of manpower lists, equipment lists, and material supply capability documents before submission.
4. Client Coordination
- Communicate with procurement, vendor management, and tendering
departments of major clients.
- Respond to clarifications, additional document requests, and compliance queries.
- Follow up on vendor approvals, tender evaluations, and prequalification results.
5. Internal Coordination & Reporting
- Work closely with the Business development team, Recruitment team, Manpower Operations team, Heavy Equipment, and Material Supply teams to ensure accurate tender submissions.
- Provide weekly reports on vendor registration status, tender progress and upcoming deadlines to the reporting manager.
- Maintain organized digital records for audit and compliance purposes.
Required Experience
- Minimum 3–5 years of experience in Saudi Arabia in vendor registration and tendering roles.
- Strong knowledge of Saudi procurement systems and government portals (Etimad, Ariba, NEOM, RC, Ma’aden, SEC, SWCC, EPC contractors).
- Experience in overseas recruitment, manpower supply, heavy equipment rental, or material supply is mandatory.
