Job description of the head of the tender sales department. Head of the tender department job description. Job description of a specialist in tender work of the development department. This job description is communicated to the tender slave specialist

In large organizations associated with the sale of various goods or the sale of services, there must be a tender department. This internal subdivision of the enterprise controls the participation of the organization in public and private tenders for the supply of goods / sale of services.

If we are talking about a state structure, then employees of the department are obliged to organize and conduct tenders in accordance with the existing legislation. Employees are required to have complete knowledge of the rules for holding tenders. They can familiarize themselves with them in detail when studying Federal Law No. 94.

The head of the company needs to have a clear idea of what the tender department is: what each employee does, how it can be used to increase productivity. First of all, the company must have everything required licenses to participate in various types of auctions.

Employees of this department are required to carry out the following operations:

select electronic auctions, guided by the results of regular monitoring of all tenders that meet the specifics of the firm's activities;
prepare the necessary documentation for participation in tenders held on electronic platforms, guided by the requirements of a potential customer;
represent the interests of the enterprise for the period of the tender if the application is accepted by the customer;
track the results of the auctions;
to build interaction with credit institutions, insurance structures and guarantors regarding the provision of tender loans and the fulfillment of all obligations under existing contracts;
sign contracts with municipal and state customers, as well as prepare documentation for the implementation of a state contract in accordance with existing requirements;
to carry out analytical work, monitoring of already passed tenders regarding the participation of this enterprise in them.

The tender department has such responsibilities. He must not only control the participation of his enterprise in certain auctions, but also behave as correctly as possible in relation to other participants in the competition. In fact, this department of the organization is its face, by which the customer can draw a conclusion about the work of the entire company.

Tender department: subdivision structure

The department in which employees are involved in organizing and participating in tenders has a certain structure that allows you to clearly define the responsibilities of each employee. For an enterprise to work with high efficiency, its manager needs to know how to organize a tender department.

The head of the department is appointed to the position by order of the head of a higher unit or director of the enterprise. Employees of this department are assigned to a position and removed from it according to the order of the head of the organization.

The deputy director of the enterprise for the administrative and economic part is obliged to provide the unit with the proper number of premises in accordance with the normative indicators. Same. this employee is obliged to provide the tender division with the necessary office equipment, telecommunications equipment and office supplies.

All employees of the tender service are required to maintain documentation in accordance with the requirements established within the enterprise, and timely provide it to the head of the department. Documentation verification is also carried out by the head of the enterprise, according to the established schedule.

In the event that a new employee is appointed to the position of the head of a division, the director of the enterprise is obliged to teach him new functionality. New leader must know how to organize the work of the tender department - then the efficiency of the entire enterprise will increase significantly.

Aims and objectives of the department

The department that deals with procurement and controls the company's participation in tenders is given a certain plan that must be implemented. It is about determining and agreeing on the methods of placing orders and orders, plans for the execution of work, as well as the provision of certain services for other divisions of the enterprise.

Employees of the department must be able to identify quality suppliers, prevent corruption and other abuses in the area with which they have to work when concluding civil law agreements. If necessary, employees of the enterprise have the right to involve law enforcement officers in resolving emerging problems.

The tendering department at the firm organizing the auctions is obliged to comply with the requirements of the existing legislation:

correctly draw up tender documentation;
ensure the transparency of auctions;
to perform quality work on the identification of contractors and performers.

Functionality of the tender service of the customer enterprise

Within the customer's enterprise, which independently forms tenders, according to which it selects suppliers in the future, there is also a tender department - this is one of the main divisions. The department has certain functionality, which is obliged to constantly perform:

organization of placing orders different ways(open auction, closed, without bidding);
development of the necessary documentation, conducting requests for price quotations for goods and services of interest to the company;
posting information on the Internet portal public procurement;
publication of protocols on the results of the competitions;
notification of participants about the end of the auction and its results;
sending a notification and a copy of the civil law agreement for the provision of services to the winner of the tender;
maintenance of documentation on tenders, preparation of reports for each period;
provision of consulting services for heads of divisions under civil law contracts;
control over the safety of documentation for five years.

Those involved in tenders, in addition to their main responsibilities, must actively interact with other departments of the enterprise. These are the following contacts:

with the management of the organization (from the head of the company, the department receives documents of an organizational nature, and in return provides reports on the work performed);
with internal divisions of the enterprise (from them the department receives technical task, according to which the tender is held, and in return provides information on past tenders and requests for quotations of the cost of certain services);
with the accounting department (from them the tender department must receive information on the transfer of funds and the fulfillment of the terms of the contract by the winner, and in return provide the tender documentation signed by the representatives of the enterprise and the supplier);
with lawyers (the department must receive from them prepared tenders for contracts with suppliers, which are created on the basis of the data provided by the department);
with other departments of the enterprise on various issues that may relate to the main functionality of the department.

Rights and obligations of employees

The head of the enterprise should not only know what the tender department is and what functionality is assigned to his employees, but also remember that employees have their rights and responsibilities. Information about this is indicated in job descriptions and employment contracts, if necessary, they can be reminded by an HR specialist who controls the workflow within the enterprise. The reputation and success of the company depends on how well the tendering department works, so it is necessary to make serious efforts to organize the department.

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

The present job description developed and approved in accordance with the provisions and other regulations governing employment relationship.

1. General Provisions

1.1. The head of the procurement department [name of the organization] belongs to the category of managers and reports directly to [enter the required] or to a person replacing him, carries out the instructions of the General Director [name of the organization].

1.2. A person with higher education is appointed to the position of the head of the procurement department. professional education and at least [meaning] years of experience in procurement.

1.3. Appointment to the position of the head of the procurement department and release from it is made by order of the General Director [name of the organization] on the proposal of [enter the required].

1.4. The purchasing manager should know:

Basic laws and regulations governing the activities of [name of organization];

The established 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;

Methods and order of procurement;

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

The procedure for settlements under contracts;

Organization of work of a warehouse [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 regulations for labor protection, safety, industrial sanitation and fire protection.

1.5. The head of the procurement department is responsible for the following tasks:

Organization and personal management of the procurement of goods for the entire product range [specify the name of the organization];

Assortment formation, determination of purchase volumes and participation in pricing;

Ensuring maximum competitiveness of prices and conditions for purchased products.

2. Job responsibilities

2.1. The head of the procurement department is responsible for the following job duties:

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

Determination of the order and procedure for the purchase of food products, the criterion and norms for conducting procurement transactions, the determination and coordination of the procedure for settlements with suppliers;

Control of the state of warehouse stocks for all assortment groups;

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

Conducting regular analysis of statistics on product groups and individual product positions, identifying profitable, low-profit and unprofitable groups of products, 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 conduct of tenders, analysis of tender documents;

Participation in negotiations with functional units in order to achieve the best prices and reduce costs during procurement and delivery;

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

Cost effectiveness management by selecting the most suitable suppliers;

Monitoring of the market for 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 about necessary changes working conditions with suppliers, achieving optimal delivery conditions;

Control over the procurement budgeting process, pricing, external logistics;

Organization of interaction of the purchasing department with other departments [specify the name of the organization];

Control of procurement managers (compliance of procurement prices with the market situation);

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

Management of subordinate employees

3. Rights

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

To act on behalf of [specify the name of the organization], to represent the interests of the organization in relations with other organizations, public authorities on procurement issues;

To get acquainted with the draft management decisions of [insert the name of the organization] concerning the procurement and sale of products;

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

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

To request personally or on behalf of the organization's management from the heads of departments and specialists the necessary information and documents to complete 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 [specify the name of the organization] to improve the work of the procurement department and its interaction with divisions;

Submit to the management of [specify the name of the organization] ideas about the appointment, relocation and dismissal of employees of the procurement department, proposals to encourage them or to impose penalties on them;

Improve your qualifications.

4. Responsibility

4.1. The head of the purchasing department is responsible for:

Failure to perform (improper performance) of their official duties, provided for by this job description, within the limits determined labor legislation 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 is developed in accordance with [name, number and date of the document].

Supervisor personnel service

[initials, surname]

[signature]

[day month Year]

Agreed:

[initials, surname]

[signature]

[day month Year]

I have read the instructions:

[initials, surname]

[signature]

[day month Year]

Hello dear colleague! Today's article will focus on the tender department. This is an internal division of the organization that deals with participation in government and commercial procurement. There are tendering departments both at the Customers and at the suppliers (procurement participants). However, their functions, goals and objectives are completely different. In this article, we will focus on the consideration of this department only within the framework of the supplier's organization. If you are seriously thinking about creating your own tender department, then this article will help you understand where to start and in which direction to move.

Do you need a tender department?

And so, you or your organization decided to participate in tenders. And then a reasonable question arises: who will do this? Will a specific specialist or several specialists deal with this? Or will you resort to third-party assistance, namely tender consulting? Immediately I want to warn you against one very gross mistake that many organizations make - you do not need to create a large tender department from the very beginning. On the initial stage it can be just one person, and then, as the volume of work increases, you can attract one or more employees. Bigger is not better.

If you only plan to participate in tenders from time to time, and do not want to make this direction the main source of orders, then one specialist will be more than enough. However, if you have a large organization and you want to receive orders from participation in the auction on an ongoing basis, then you should think about a full-fledged department that will deal with all stages of participation in the auction: from searching for information to directly concluding contracts. In addition, such a department will need to closely interact with other departments in your organization.

For a quick start, or when you have no desire to inflate your staff, you can use the outsourcing of the tender department. In this case, you will not have to create new jobs, arrange them (purchase additional computer equipment, software, furniture, etc.), and also pay regular salaries, taxes, etc.

Some managers also “sin” by entrusting the work with tenders to some of their employees in the form of additional workload for a symbolic surcharge. Most often - to a secretary, accountant or lawyer. But I can disappoint you. This approach doesn't work. In this case, the work will be done for a “tick” and will not bring you the desired results.

And so, we talked about the need to create a tender unit, now let's look at what functions it should perform.

Functions of the tender department

Below are the main functions of the Bidding Department:

Preparation of the necessary documents and obtaining an electronic signature;
Accreditation (re-accreditation) on state and / or commercial electronic platforms;
Setting the required software to participate in electronic auctions;
Search for information about ongoing government and / or commercial tenders, according to the specifics of the organization's activities;
Study and analysis of documentation, technical specifications;
Analysis of the competitive environment and monitoring of the results of previous purchases;
Coordination with the top management of the nuances of participation in a particular procurement, as well as making a final decision;
Preparation of documents, filling out forms and submitting applications;
Obtaining the necessary certificates and extracts, as well as their notarization;
Knowledge of the legislation governing procurement procedures;
Interaction with banks and credit institutions for obtaining loans and bank guarantees;
Interaction with suppliers (if the organization is an intermediary);
Direct participation in the auction (personal or remote);
Preparation of necessary requests for clarification of documentation and procurement conditions, as well as interaction with customers;
Tracking changes in notices of ongoing purchases, as well as the results of such purchases;
Preparation of necessary complaints and claims to protect the interests of the organization;
Conclusion of contracts.

As you can see, this is a rather lengthy list of works. Therefore, if you "hang" all this work on an employee on the staff who has other job responsibilities, then completely fail this direction. And a simple “girl” secretary is also not able to fully engage in all this. It has been repeatedly tested on personal experience.

The main indicator of the quality of the work of the tender department is the number of admitted bids before participation in procurement procedures and the volume of contracts concluded based on the results of their implementation.

Structure of the tender department

Once again, the structure and size of the tender department may vary. It all depends on the scale of the organization and the scope of work related to the preparation and participation in tenders. Below I gave as an example one of the possible options for such a department.

Head of department. Is a link between the department and other divisions of the organization, coordinates and controls the work of the entire department, coordinates technical and financial questions participation in tenders with the management of the organization.

Monitoring and Analytics Specialist. Searches for information about ongoing auctions, analyzes completed procedures and the competitive environment, monitors changes in information on the site.

Lawyer. Responsible for the correctness of the organization's documents, checks the tender documents for errors and violations of legal requirements, prepares the necessary documents (including for receiving EDS), orders certificates and extracts, prepares complaints and claims, represents the interests of the organization in the FAS and in court.

Trading specialist. He is engaged in accreditation (re-accreditation) on electronic platforms, sets up a workplace for participation in electronic auctions, prepares applications (including Form 2), and takes part in auctions. Also, such a specialist prepares requests for clarification of documentation and interacts with customers.

Courier. It is engaged in the delivery of applications on paper to the customer's address. In practice, paper applications are sent to the customer by one of the organization's employees or using courier service(such as DHL, DPD, PONY exspress, etc.).

What is included in the list of services for the creation of a tender department?

At the moment, the Internet is full of proposals for the creation of a turnkey tender department. This is not a tender service or outsourcing, but rather helping to create a department in your organization. Prices for such services depend on the specifics of the organization itself, as well as on the number of employees in it. The range of prices for services for the creation of a department ranges from 30-100 thousand rubles. Terms of creation - from 2 weeks to 3 months.

So what exactly is included in the list of services for creating a department? This is:

Preparation of the structure of the department and determination of the required number of specialists in it;
Analysis of the organization's staffing table for the possibility of attracting existing specialists to work with tenders;
Development of regulations on the department and staff instructions for each employee;
Development of regulations for document flow and interaction of the department with other structural divisions of the organization;
Assistance in choosing the necessary software for working with tenders and advice on its use;
Training of specialists of the department;
Launching and “running-in” the work of the department.
Information support and free consultations within a specified period.

So, what conclusion can be drawn from all of the above?

Firstly, if you need a quick result with minimal financial costs, then use tender outsourcing. Now this is a completely affordable service for many organizations and individual entrepreneurs.

Secondly, if you are planning to create your own tender department, then start with 1-2 people. It is not necessary to recruit a large staff right away. Hiring a new person is always easier than firing them.

Thirdly, if you create your tender department from scratch, then do not expect a big return from it right away. First, it is necessary to analyze all business processes within the organization, determine the functions of the department, prepare the position of the department, paint job descriptions, define goals and objectives. It is also necessary to regularly train these employees, improve their skills, motivation and interest in the end result.

Fourth, do not "hang" the work with tenders for a secretary, accountant, lawyer, or other employee for additional fee... The result in this case will be zero.

That's all for today. See you in new articles.

RESPONSIBILITY 4.1. For non-fulfillment or improper fulfillment of their obligations under this Instruction - in accordance with the current labor legislation. 4.2. For offenses committed during the period of carrying out their activities - in accordance with the current civil, administrative and criminal legislation. 4.3. For causing material damage - in accordance with applicable law. 5. OTHER CONDITIONS 5.1. This job description is communicated to the Tender Specialist against receipt. One copy of the instruction is stored in personal file employee. I have read the instructions and undertake to comply with: "" 2009

Occupational Safety and Health

For improper performance or non-performance of their duties provided for in section 3 of this job description - within the limits 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 when transferring 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 business reputation 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 for preservation 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 enterprises.

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

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

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

1.6. In his absence, the duties of the head of the tenders and public procurement department are performed by [write in the required information].
2.

Supervises the activities of the department of tenders and public procurement. 2.2. Organizes the current and forward planning the activities of the department, taking into account the goals, tasks and directions for the implementation of which it was created, provides control over the implementation of planned tasks, coordinates the work of the department employees. 2.3. Provides methodological and practical assistance to employees of the department on the preparation and participation in tenders and government procurement. 2.4.

1. General Provisions

Professionally important qualities: [list qualities].

1.6. In his absence, the duties of the head of the tenders and public procurement department are performed by [write in the required information].
2.

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

Supervises the activities of the department of tenders and public procurement.

2.2. Organizes the current and long-term planning of the department, taking into account the goals, tasks and directions for the implementation of which it was created, ensures control over the implementation of planned tasks, coordinates the work of the department employees. 2.3. Provides methodological and practical assistance to employees of the department on the preparation and participation in tenders and government procurement. 2.4.

Job description of a specialist in tenders (Russian)

APPROVED General Director of Phoenix LLC "" 20
№

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

A specialist in tender work belongs to the category of specialists. 1.2.

In his activities, a specialist in tender work is guided by: § the charter of the enterprise; § regulations 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 tender activities; § orders, instructions and instructions of the management of the enterprise, the head of the development department; § internal labor regulations; § this job description.

The tender work 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 stipulated by law social guarantees. 3.9.

4. Responsibility of the employee The head of the department of tenders and public procurement is responsible for: 4.1. For non-fulfillment or improper fulfillment of their official duties provided for by this job description - within the limits 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.
Submits proposals for improving the workflow and management of the tendering and government procurement department. 2.5.

Participates in the selection and placement of personnel in the department, in the organization of their professional development and professional excellence.

2.6. Takes part in the preparation and conduct of certification of employees of the department. 2.7. Ensures the timely preparation of the 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 on electronic tenders and government 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 by law. 3.9.

Other rights provided for by labor legislation.

Head of the tender department job responsibilities

A person who has higher education and passed the qualifying exam for the special program [write in the required] and work experience in the specialty corresponding to the profile of the department, not less than [value] years.

The head of the tenders and public procurement department is appointed and dismissed by order of [name of the head's position].

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

A specialist in tender work 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 Director General... This person acquires the corresponding rights and bears responsibility in accordance with these instructions. 1.7.

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

the corresponding changes and additions are made to this job description. 2. Requirements for knowledge and qualifications: 2.1.

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

Employee'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 responsibilities provided for in this job description.

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

Introduce to the management the idea of rewarding or punishing employees under his supervision.

Sign and endorse documents within their competence.

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

_____ № __________

Job description

specialist in tender work

development department

1. General Provisions

1.1. A specialist in tender work belongs to the category of specialists.

1.2. In his activities, a specialist in tender work is guided by:

§ the charter of the enterprise;

§ regulations on the development department;

§ an employment contract;

§ legislative documents, regulatory legal acts of the Russian Federation, as well as methodological materials regulating the issues of work performed in the field of tender activities;

§ orders, instructions and instructions of the management of the enterprise, the head of the development department;

§ internal labor regulations;

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

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

1.5. A specialist in tender work 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 corresponding rights and bears responsibility in accordance with these instructions.

1.7. When restructuring (reorganizing) an enterprise, changing a business, etc., this job description is subject to appropriate changes and additions.

2. Knowledge and qualifications requirements:

2.1. The tendering specialist should know:

§ federal laws and other legislative regulations, methodological materials on participation in tenders;

§ platforms for holding tenders, open competitive bidding, electronic auctions;

§ rules for answering requests for quotations, proposals

§ the procedure for providing organizational, administrative and other documents for participation in competitions;

§ basics of pricing and pricing policy;

§ the basics of office work;

§ the civil code of the Russian Federation;

§ English (basic level);

§ computer programs (McWord, McExcel, McAccess, McVisio, McProject, McPowerPoint, Outlook Express, Adobe Reader, Consultant Plus, Guarantor);

§ rules and regulations of labor protection.

2.2. Have basic skills:

§ use of computers, office equipment, communication facilities;

§ systematization of information (maintenance of databases);

§ business correspondence;

§ conducting telephone conversations;

§ effective work "in a team";

§ ethics of business communication.

3. Purpose of the position:

Search and win state and commercial competitions, tenders, electronic auctions.

4. Job responsibilities

The tender work specialist performs the following job duties:

4.1. Carries out regular monitoring of specialized sites, trading platforms for the announcement of state and commercial open tenders, tenders, electronic auctions.

4.2. Assesses the economic feasibility of participating in the auction, based on the results, prepares relevant information and materials for management.

4.3. Requests the necessary tender documentation, examines its requirements. If necessary, asks for clarification and takes into account changes in the tender documentation.

4.4. Analyzes the technical part of applications for compliance with current legislation.

4.5. Prepares tender applications.

4.6. Conducts negotiations and correspondence with the organizers of the competitions.

4.7. Concludes agreements, contracts.

4.8. If necessary, attends auctions on behalf of the enterprise during the procedures for opening applications, draws up complaints to the FAS Russia and its territorial bodies, and represents the interests of the company when considering these complaints.

4.9. Tracks the return of funds deposited as collateral for applications.

4.10. Keeps the established reporting.

4.11. Carries out individual service assignments of his immediate supervisor.

5. Rights

A specialist in tender work has the right to:

5.1. Get acquainted with the internal documents of the enterprise concerning its activities.

5.2. Interact with other enterprises, organizations, institutions on production and other issues related to his competence.

5.3. Conduct business correspondence, request and receive, in accordance with the established procedure, the necessary materials and documents from the structural divisions of the enterprise.

5.4. Use the information banks of the enterprise, at the discretion of the management of the enterprise.

5.5. Get acquainted with the projects of decisions of the enterprise management, development department.

5.6. Report to the head of the development department on all identified violations and shortcomings in connection with the work performed.

5.7. Use communication systems, communications and other equipment owned and leased by the company.

5.8. Give recommendations and suggestions on issues within his competence.

5.9. Participate in organizing and holding meetings on issues related to his competence.

5.10. Submit for consideration by the management of the development department proposals for improving the work related to the responsibilities provided for by this job description.

6. Responsibility

The tender specialist is responsible for:

6.1. For improper performance or non-performance of their duties provided for in section 3 of this job description - within the limits 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 when transferring to another job, dismissal from the person taking 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. 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 for the preservation of commercial secrets and confidential information of the enterprise.

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

7. Other conditions

7.1. This job description is communicated to the tender specialist against receipt. One copy of the instruction is kept in the employee's personal file.

The job description is developed in accordance with ___________________________________

___________________________________________________________________________________ (name, number and date of the document)

Supervisor structural unit _______________ ______________________

(signature) (surname, initials)

AGREED:

Head of HR Department

(signature) (surname, initials)

Head of the legal department

________________ ______________________

(signature) (surname, initials)

I have read the instructions: ________________ ________________________

(signature) (surname, initials)

Taxes from entrepreneurial activity go to the state treasury and are sent to it, inter alia, to pay for work performed within the framework of government 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 the market conditions, i.e. it can be completely different. Since 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 a certain work, is announced. In fact, this is a competition where a winner is selected whose goods, services or works have the most optimal ratio in terms of price and quality.

Announcement of upcoming tenders customer - municipal or state organization publishes on a specialized website for 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 implementation, the criteria by which the winner of the auction will be selected. Participants in the announced are obliged to submit their applications before a certain period, if necessary, a bank guarantee or a surety agreement may be attached to the application as a guarantee security.

Why do you need a tender department at the enterprise

Fulfillment of a government order may not be very profitable commercially; it is a prestigious job that enhances the business image of any company. Therefore, enterprises, even, at times, somewhat underestimate the cost of their own, services, goods and works. In order to monitor the holding, to have time to submit bids and participate in them, companies have dedicated specialists and even create entire tendering departments, if the company is large enough and is a permanent participant in such competitive tenders.

Specialists working in tender departments monitor Internet portals, specialized sites and trading platforms, where announcements for state tenders are posted. They should also analyze the tender documentation and decide how economically feasible the company's participation in a particular tender, and on the basis of this make decisions about 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 applications, maintaining business correspondence with the customer, the timely provision of all the necessary information on the terms of delivery, guarantees, and available certificates at his request.

The tender department is an effective tool for tender sales, 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 for expanding sales channels is the development of a tender direction. Participation in tenders and, in case of victory, the conclusion of contracts with government and commercial suppliers.

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, is especially urgent. Even in times of crisis, the state purchases and will purchase works, goods, services necessary for the normal functioning of the entire country. In addition, the government is a reliable customer that pays the bills.

Tender department: tasks

The main tasks of the tender department, which are worth highlighting, are:
ensuring the company's participation in tenders
participation in the creation and maintenance of the company's image
attraction of new contracts through the system of tenders and attraction of new customers, as well as retention / return of old customers

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

Typical organizational structure of the tender department

Let's consider with you typical structure tender department. Immediately I will make a reservation that the structure that we will consider is typical. In 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 chain of command looks like this:

Allocation of Responsibilities of Tender Officers and Typical Job Descriptions

One of the standard mistakes that are made in the creation and development of the tender area is the redistribution of functions and responsibilities for preparing tenders between specialists who have not previously dealt with this and do not have sufficient knowledge in this area.

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

For effective participation in tenders, knowledge in this area, as well as experience, are required. The most rational and effective approach consists in creating a tender department, which at the initial stage may also consist of one specialist. But this specialist must be trained in the field of tenders and have relevant practical experience. The activity of the tender department should be aimed only at achieving 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. Coordinates participation in tenders 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 in the bidding of competitors and provides information to the management of departments, which is necessary for the formation of financial proposals.
2.4. Together with the legal department takes part in drafting requests for clarification of procurement documentation;
2.5. Answers current questions on the preparation of documentation for participation in the auction to representatives of departments and organizers of the tender.
2.6. Plans the activities of the department employees.
2.7. Supervises the preparation of proposals (financial and technical) for tenders, estimates and work schedules by the Company's specialists and determines the timing of the submission of documentation by the Company's specialists, appointed by the heads of departments, to the tender department;
2.8. Supervises 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 submission of documents for tenders;
2.12. Draws up accounting documentation and provides it to the director of the company.
2.13. In case of winning the auction, it provides the necessary information to conclude an agreement to the Company's employees Responsibility for changes in calendar plans, technical proposals, etc., necessary for the conclusion of the contract, rests with the specialists of the divisions that won the auction.
2.14. Informs the legal department about the need to issue bank guarantees and the timing of the submission of documents.
2.15. Provides information to the accounting department, which is necessary for the payment of security for applications for participation in tenders and information on the timing of the submission of payment orders to the tender department.
2.16. Monitors changes in the Legislation, the legal framework for the preparation of tender documents, public procurement and acquaints the department employees with this information.
2.17. Supervises the activities of subordinates, takes measures to ensure that they comply with the internal labor regulations.
2.18. Submits proposals for the promotion or imposition of penalties on the employees of the department, promotes their qualifications.

Well, now we will analyze the typical duties of a tender specialist.

Tender specialist:
2.1. Participates in the monitoring of tender announcements in various sources
2.2. Answers current questions on the preparation of documentation for participation in the auction to representatives of departments and organizers of the tender.
2.3. Prepares a package of documents in accordance with the requirements of the tender documents:
 prepares proposals (financial and technical) provided by specialists of departments 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 documents for the tender in the area of its responsibility;
 on behalf of the head of the department fills out 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 required for the preparation of an application for a tender.
 organizes notarization of documents required 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 documentation requirements.
2.5. Organizes the sending of documents for tenders and controls their receipt by the Customers;
2.6. When production necessity performs courier functions.
2.7. Structures information about tenders in electronic and paper form.
2.8. On behalf of the head of the department, draws up letters, inquiries, and other documents.
2.9. Prepares responses to letters and inquiries in the area of his competence
2.10. Carries out orders 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 by planning, monitoring, controlling, analyzing and accepting management decisions... In various companies, the tender work and management process can be arranged different options... But we will consider the standard option, when the functions of the leadership 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 approved tenders using the following information:
information about announced tenders,
the requirements of the procurement organizer set out in the procurement documentation,
information on the results of participation in the auction

The head of the tender department records the planning results during internal documents department. In practice, you can plan the preparation of tenders using Excel. That is, to maintain a table with information on the customer, the subject of the purchase, the initial (maximum) price, the participant's price, 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 carried out 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.

Tender work begins with obtaining 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, the tender specialist or the head of the tender department first finds an auction taking into account the selection criteria: price, region, subject of the auction or other information that comes from the company's management.

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

Information about the results is published in the United information system or if it is a 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 specialized department through the CRM system, either by e-mail or orally. In case of winning, information about the date of placement of the results of the bidding, the amount of the contract security and the terms of the contract conclusion is additionally transmitted. Further 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, it is often the lawyer of the company or a specialist in the tender department that is responsible for contracting. If a specialist of the tender department is involved in the conclusion of contracts, the process ends at the time of the conclusion of an agreement with the customer.

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

At the final stage, specialists of the specialized department analyze technical requirements procurement, deadlines. The head of the tender department analyzes the past purchases of the customer for similar purchases, analyzes the prices of competitors and calculates a forecast for a possible reduction in price. Taking these factors into account, the management of the specialized department and, if necessary, the management of the company makes a 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 structure, tender work is a system of sequential actions aimed at meeting the predetermined requirements and needs of the Company, including limitations in terms of time, cost, resources, taking into account the nature and specifics of work on a specific service.

The main stages of the process

Monitoring of tender announcements in various sources.
Coordination with the heads of the Company, heads of departments of 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 submission of documents.
Formation of a package of documentation in accordance with the requirements and in the manner determined by the organizers of the auction.
Checking the documentation for compliance with the requirements.
Correction of documentation, if necessary.
Checking for corrections prior to submitting documentation.
Preparing the package for shipment and sending the documentation.
Control of sending the documentation to the organizers of the auction.
Monitoring the results of participation in the auction.
Bringing information about the results of bidding to stakeholders within the company.

Basic principles of performing tender works:
Consistency- the work is organized and carried out 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.
Effectiveness- any point of work is aimed at achieving a specific result, which, in turn, is an obligatory 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 a suspicion about the integrity of the organizer of the tender, for example, when there is reason to believe that confidential information with your price offer may be disclosed to other tenderers. We recommend that you ensure that bids are delivered at the last moment. At the last moment, this is the submission of an application a few hours before the deadline for accepting applications, or submit an application directly at the opening of envelopes.

Sources of information used in the provision of services

initial information received from the organizers of tenders (announcement on the website, notice of changes in the conditions of the tender; documentation for participation in the tender, procurement plan, minutes 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 proposal)
own information base (samples of Company documents, forms)

Tender work and documentation of results

Documentation of the work on the preparation of the bidder's documentation and its results is carried out using document templates of the established sample (report format). In the company, a form, for example, prepared in Excel, can be adopted as a reporting document. Also, information on prepared tenders, on 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) payment for the result
2) fixed payment

In the first case, the company motivates the employees of the tender department to obtain a result, i.e. obtaining new contracts for the company. In the second case, there is virtually no such motivation.

Possible variations of the Pay-for-Result system:
1. Salary + percentage of won tenders
2. Salary + fixed bonus based on performance
3. Percentage of won tenders
4. Payment for each admitted application.
The most common remuneration option for tendering specialists in the state is the first and second, for remote specialists, options 3 and 4. Variations are also possible, for example, when the freelancer prepares only the first part of the bid for the auction and, if the bid for the first part is admitted, he 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 won tenders or a salary and a fixed bonus.
The undoubted plus of this remuneration system is the motivation for the final result. The interest and the result with such a remuneration system is higher than with a fixed payment. Provided, of course, that the salary is not scanty, but the market.

Now we will consider options for a fixed payment:
1. Fixed salary
2. Fixed payment for each prepared application
In the first variant, various variations are also possible, for example, when payment for overtime is added to the salary. In cases where the volume of prepared tenders is large and there are many 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 government 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. The main and main mistake is that no company other than yours and no specialist other than your employee will be so strongly interested in the result.

First minus attracting an outsourcing company for tenders is:
- weak interest in the result of the employee who will prepare an application for you. Even if you pay a decent fee to an outsourcing company, it will rather not affect the payment of a specific employee who will prepare your application.
Second minus it is not always high literacy in your subject matter, of those outsourcing company employees who will prepare an application.
Third minus it is weak control over the activities of the staff preparing the tender bids. 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, not a high professionalism of the performer in your topic and lack of control.

Therefore, it is highly discouraged to give all directions for outsourcing tenders. It is possible and necessary to attract outsourcing companies to support tenders and freelancers, but you only need to delegate 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, some of the functions would be performed by himself personally, some would be delegated. 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 have sufficient practical experience in your topic.

It is highly discouraged to delegate the functions of searching for tenders, since in order to select really promising and interesting purchases on your topic, you need to deeply understand this topic 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 efficiently.

The main advantage of hiring a freelancer or a tender support company is the reduction in time for routine operations. The time saved can be used more efficiently 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 form, [signature, full name, position

name of the organization, head or other official

institution] of the person authorized to approve

job description]

[day month Year]

Job description

Head of Bidding Department

[name of organization, enterprise]

This job description was developed and approved on the basis of employment contract with the head of the bidding department and in accordance with the provisions Labor Code Of the Russian Federation and other regulations governing labor relations.

1. General Provisions

1.1. The head of the bidding department belongs to the category of managers, is hired and dismissed by order of the head [of the organization, institution, etc.], to whom he is directly subordinate in his work.

1.2. A person who has a higher professional education and who has passed a qualifying exam under a special program "professional retraining / advanced training in the field of organizing the placement of orders for the supply of goods, performance of work, provision of services for state and municipal needs" and work experience in the specialty corresponding to the profile of the department, at least [enter the required] years.

1.3. The Head of Bidding Department should know:

General principles for placing orders for state and municipal needs;

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

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

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

Regulatory legal framework placement of state and municipal orders;

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;

The procedure for placing state and municipal orders;

Planning the placement of state and municipal orders;

Procedures for placing state and municipal orders by means of open and closed tenders;

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 electronic documents, consideration of applications, assessment and comparison of applications for participation in the competition, the consequences of declaring the competition invalid;

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

The procedure for placing state and municipal orders by means of an open and closed auction;

The procedure for notification, documentation about the auction, the procedure for submitting applications, consideration of applications, holding an auction, summing up the results of the auction, the consequences of declaring the auction invalid;

Features of the auction in electronic form;

Placing an order by requesting quotations, including for the purpose of providing humanitarian assistance or liquidation of consequences emergencies natural or man-made, in sole supplier(performer, contractor) of exchange commodities for commodity exchanges;

Efficiency of placing orders for state and municipal needs;

Monitoring 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, an 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, contract accounting;

The specifics of placing orders for state and municipal needs;

Peculiarities of placing state and municipal orders for the supply of goods;

Peculiarities of placing state and municipal orders for services;

Features of placing state and municipal orders for different kinds works;

Civil, administrative, labor legislation in terms of regulating the activities of [organizations, institutions];

Fundamentals of management, personnel management;

Fundamentals of Project Management;

Internal labor regulations [organizations, institutions];

Labor protection and fire safety rules.

1.4. When performing official duties, the head of the auction department is guided by:

The Constitution of the Russian Federation;

The Civil Code of the Russian Federation;

The Budget Code of the Russian Federation;

Federal law Of the Russian Federation of July 21, 2005 N 94-FZ "On placing orders for the supply of goods, performance of work, provision of services for state and municipal needs";

Federal Law of the Russian Federation of December 02, 1994 N 53-FZ "On purchases and supplies of agricultural products, raw materials and food for state needs";

Other legal acts of the Russian Federation governing the legal relationship of organizing and conducting auctions.

2. Job responsibilities

Head of Bidding Department:

2.1. Supervises the activities of the department.

2.3. Provides methodological and practical assistance to employees of the department on the preparation and participation in competitions, auctions.

2.4. Makes suggestions for improving workflow and department management.

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

2.6. Takes part in the preparation and conduct of certification of employees of the department.

2.7. Ensures the timely preparation of the established reporting documentation.

2.8. Monitors tenders, 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 trading and public procurement.

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

The head of the trading department has the right to:

3.1. For all social guarantees provided by law.

3.2. To get acquainted with the draft decisions of the management of the enterprise concerning its activities.

3.3. Submit proposals for improving the work related to the responsibilities provided for in this instruction for the management's consideration.

3.4. Within the limits of their competence, inform the immediate supervisor about all deficiencies identified in the process of activity and make proposals for their elimination.

3.5. Receive from structural divisions and specialists information and documents necessary for the performance of his official duties.

3.6. Sign and endorse documents within their competence.

3.7. To involve specialists from all (individual) structural divisions of the enterprise in solving the tasks assigned to it (if this is provided for by the provisions on structural divisions, if not - with the permission of the head).

3.8. Require the management of the enterprise to assist in the performance of their duties and rights.

3.9. Improve your professional qualifications.

3.10. Other rights provided by labor law.

4. Responsibility

The head of the trading department is responsible for:

4.1. For non-fulfillment or improper fulfillment of their official duties provided for by this job description - within the limits 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.

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

HR manager [initials, surname, signature]

[day month Year]

Agreed:

[position, initials, surname, signature]

[day month Year]

I have read the instructions: [initials, surname, signature]

[day month Year]