Senior Manager, Bidding Committee Affairs

Job Purpose

Manage and coordinate the day-to-day administrative and governance activities of the Bidding Committee, ensuring the timely preparation of meetings, completeness of submissions and supporting documentation, accurate recording of committee proceedings and recommendations, and effective follow-up of approved actions in accordance with applicable policies, procedures, and delegation of authority.

Job Specific Accountabilities

Committee Meetings & Scheduling

• Oversee and schedule Bidding Committee meetings in consultation with the Committee Chair and relevant members.
• Direct the preparation and circulate meeting agendas, submissions, supporting documents, and other materials within the required timelines.
  
  

Submission Review & Readiness

• Lead an administrative and completeness review of submissions to confirm that the required documents, approvals, evaluations, and supporting information are available before presenting matters to the Committee.
• Track the status of submissions and identify outstanding information or approvals required before matters are presented to the Committee.
• Manage Procurement, requesting departments, Legal, technical/evaluation teams, Finance, and other relevant stakeholders to facilitate the timely completion of committee requirements.
  
  

Minutes, Approvals & Decision Follow-up

• Prepare accurate meeting minutes, documenting key discussions, recommendations, decisions, conditions, reservations, and action items, as applicable.
• Obtain the required signatures and approvals on committee minutes, recommendations, and related documents, and ensure appropriate submission to the authorized approving parties.
• Communicate approved committee recommendations and decisions to relevant stakeholders and monitor the implementation and closure of resulting action items.
• Monitor outstanding committee actions and provide periodic status updates to the Committee Chair and relevant stakeholders.
  
  

Governance, Compliance & Confidentiality

• Maintain a clear distinction between the Committee Secretariat's administrative role and the Committee's collective authority to deliberate and make recommendations or decisions within its delegated mandate.
• Maintain and monitor conflict-of-interest declarations and related committee governance requirements.
• Ensure that confidential, commercially sensitive, and restricted procurement information is appropriately handled and safeguarded.
  
  

Records Management & Audit Readiness

• Maintain complete, accurate, and properly organized records of bidding submissions, evaluation reports, committee meetings, minutes, recommendations, approvals, correspondence, and related documentation.
• Maintain an appropriate audit trail for committee activities and ensure that records are readily retrievable for internal audit, external audit, regulatory, or management review.
  
  

Reporting & Continuous Improvement

• Support the preparation of management reports and dashboards highlighting committee workload, submission status, pending actions, turnaround times, and other relevant performance indicators.
• Support the continuous improvement of committee governance through the enhancement of templates, workflows, electronic records, tracking mechanisms, and reporting tools.
  
  

Our Commitment

At Team Saudi, we care deeply about creating a safe, supportive, and empowering environment for our athletes and employees. We welcome applicants who demonstrate integrity, professionalism, and a commitment to maintaining a safe and respectful workplace where everyone is protected, valued, and given fair opportunities to thrive.