Tendering & Procurement Executive

Job Title - Tendering & Procurement Executive
Reports To - Tendering & Procurement Manager
Department - Tendering & Procurement
Job Type - Fulltime, Onsite, Malta

Operational Responsibilities
• Review and interpret tender documents in detail, identifying requirements, timelines, and submission formats.
• Prepare tender documentation, bills of quantities (BOQs), project costings, and supporting material for approval.
• Liaise with internal departments and external suppliers to gather accurate information for tender compilation.
• Obtain and evaluate supplier quotations and subcontractor offers to ensure technical and commercial compliance.
• Manage the complete procurement cycle — from sourcing, negotiations, and purchase order preparation to delivery follow-up.
• Attend site visits, clarification meetings, and pre-bid discussions, providing feedback and documentation as needed.
• Ensure the accurate and timely submission or uploading of tenders on designated portals.
• Plan and coordinate the purchase of equipment, materials, and services to meet operational needs and tender commitments.
• Demonstrate working knowledge of the EPPS (Electronic Public Procurement System) and Government tender portals, including the preparation and submission of tenders through the system.


Administrative Responsibilities
• Maintain detailed and up-to-date records of all tendering and procurement activities, including ongoing and concluded projects.
• Manage supplier databases, ensuring updated information on qualifications, delivery times, and pricing.
• Prepare and standardise tender documentation according to DLI branding and client specifications.
• Ensure compliance with internal procedures for document control, approvals, and filing.
• Coordinate with the Finance Department for performance guarantees, bid bonds, and related documentation.

Quality Responsibilities
• Ensure all tender submissions are accurate, complete, and compliant with client and legal requirements.
• Evaluate suppliers and subcontractors to ensure they meet company quality and performance standards.
• Support ISO compliance by maintaining traceable records and following documented processes.
• Participate in quality audits and continuous improvement initiatives within the tendering and procurement process.

HSE Responsibilities
• Adhere to all company Health, Safety, and Environmental (HSE) policies and promote safe practices during tender site visits.
• Verify that procured materials and equipment meet HSE specifications and applicable safety standards.
• Ensure supplier compliance with safety and environmental requirements when sourcing goods and services.

Asset Responsibilities
• Ensure all procurement and tender-related assets, including company tools, documents, and electronic files, are maintained securely.
• Keep accurate records of company resources used during tender and procurement activities.
• Support the efficient management of inventories and warehouse materials to optimise resource usage.

Financial Responsibilities
• Prepare project cost estimates, budgets, and tender pricing proposals for management approval.
• Obtain competitive quotations and conduct cost analyses to ensure cost efficiency.
• Monitor and control project-related procurement costs to remain within approved budgets.
• Coordinate with Finance for supplier payments, bid bonds, and guarantees.
• Support the preparation of departmental budgets and expenditure reports.

Reporting Responsibilities
• Prepare and submit regular reports on tender status, supplier performance, and procurement activities.
• Maintain data and statistics on tender outcomes (won, lost, ongoing, failed) to support management decisions.
• Provide financial and operational summaries to management upon request.
• Update tracking systems to ensure visibility of all active tenders and procurement pipelines.

Attitude & Culture Responsibilities
• Uphold DLI’s values of Trust, Commitment, and Professionalism in all internal and external dealings.
• Foster effective communication and teamwork across departments.
• Demonstrate reliability, accountability, and a proactive approach to problem-solving.
• Maintain confidentiality, integrity, and fairness when handling supplier and client information.
• Promote a culture of continuous improvement and efficiency in tendering and procurement operations.

Training Responsibilities
• Stay updated on changes in tendering procedures, government regulations, and procurement systems.
• Attend relevant training sessions, workshops, and professional development courses.
• Share knowledge and best practices with team members to support continuous improvement.
• Support the onboarding and training of new staff within the tendering or procurement function.

The Employee acknowledges that the nature of the Company’s operations may require flexibility in duties and responsibilities. Accordingly, the Employee agrees that their role and tasks may be reasonably modified from time to time by the Company to reflect changing business needs, provided such changes are consistent with the Employee’s skills, experience, and overall position.


Requirements & Experience
• Minimum of 2+ years of experience in the MEP or construction industry considered an asset.
• Sound understanding of tendering and procurement processes within the MEP sector.
• Proficiency in using the EPPS (Electronic Public Procurement System) for government tenders.
• Strong computer literacy, particularly in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Excellent organisational, coordination, and communication skills.

Apply directly to hr@dli.com.mt