Tenders & Contracts Co-Ordinator

The Role:

Based out of our head office, Northern Cross, Finglas, and reporting to the Tenders & Contracts Manager, the ideal candidate will be a customer-oriented self-starter capable of contributing to a high-performance company. The role requires effective engagement, collaboration, and relationship management with other enabling functions and our Heads of Sales for each brand specialism. Through the commercial partnership, the Tenders & Contracts Coordinator will be required to nurture strong relationships with the sourcing teams within the HSE, HSC and NHS. The successful candidate will demonstrate excellent external and internal customer focus throughout.

The Tenders and Contracts Coordinator will play a pivotal role in driving the growth and profitability of Uniphar Medtech by sustaining existing business, securing new business opportunities through continuous tender submissions and effectively managing contractual relationships.

This role requires a strategic thinker with a keen eye for detail and a deep understanding of the healthcare industry’s regulatory and compliance frameworks.

Key Responsibilities:

Tender Management:

• Lead the end-to-end tender process, including identifying opportunities, coordinating with our Heads of Sales and Business Unit Leaders for tender preparation, submission, and follow-up.
• Analyse tender documents to understand and evaluate requirements, ensuring all bids are compliant, competitive, and align with company strategies.
• Develop and maintain a comprehensive understanding of the healthcare sector’s tendering practices and regulations.
• Management of a centralised repository of company information to support Tender submissions
• Identifying and assessing potential risks and developing strategies to mitigate these risks – e.g. changing market conditions and changing regulatory needs
• Producing numerous insightful reports and presenting on same to senior management i.e. tenders won/lost, renewal dates an revenue generated YOY

Contracts Management:

• Develop and manage contracts with suppliers and clients, ensuring terms are favourable and risks are minimized.
• Monitor contract performance, including compliance with terms and conditions, and manage renewals or modifications as necessary.
• Collaborate with legal, finance, and operations teams to ensure contracts are executed efficiently and in compliance with all regulatory requirements.
• Ensure contractual requirements are embedded into operations processes
• Support the onboarding of new vendors, working cross-functionally to ensure contract, pricing, compliance and operational requirements are captured and implemented effectively.
• Manage pricing updates and maintain accurate pricing records in line with agreed contractual terms, tender awards and internal approval processes.
• Track and manage rebate arrangements, ensuring accurate records are maintained and that relevant stakeholders are informed of obligations, timelines and reporting requirements.
  

Strategy and Compliance:

• Stay informed of industry trends, regulatory changes, and best practices in healthcare distribution and tenders management.
• Develop and implement strategies to track revenues generated following award of tenders & frameworks
• Continuously improve tender success rates and contract management processes.
• Ensure all tendering and contracting activities comply with company policies and legal standards.

Key Skill & Experience:

• Experience in tender submission and management an advantage
• Experience in contract follow-up, preferably in the healthcare industry and advantage
• Strong understanding of the healthcare distribution market, including regulatory and compliance requirements.
• Exceptional negotiation, analytical, and strategic thinking skills.
• Solid financial/commercial acumen
• Excellent communication and interpersonal abilities, with a proven track record of working collaboratively across teams and with external partners.
• Proficient in Microsoft Office Suite and tender management software.
• Strong IT/computing skills is a must, Advanced Microsoft Excel knowledge is essential.
• Deliver measurable results, Makes and Meets Commitments
• Proven track record of achieving and exceeding set KPI’s and targets
• Attention to Detail, ensuring work is executed accurately and completely
• Demonstrates energy, real initiative and ability to work independently
• Comfortable with ambiguity and flexible to adapt within a changing environment
• Demonstrate resourcefulness to deliver a high-quality service
• Ability to communicate effectively with key stakeholders, develop and maintain strong working relationships, notably with our front-facing procurement customers within a hospital setting.
• Experience supporting vendor onboarding, including coordination of contract, pricing, compliance and operational requirements.
• Strong commercial awareness with experience managing pricing updates, rebate arrangements and related reporting requirements
• Previous experience of working with Microsoft Business Central, an advantage
• Knowledge of a distribution supply chain/operation of a consignment business model, preferably in a healthcare environment
• Fluent in English both written and oral

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