Job Purpose

The Portal specialist is responsible for managing and maintaining the company’s presence across client and vendor portals throughout the Middle East & Africa regions. The role supports business development by ensuring accurate registrations, timely tender submissions, compliance with regional requirements, and efficient handling of portal-based invoicing processes.

Key Responsibilities

• Manage all client/vendor portal registrations, renewals and profile updates.
• Maintain a master portal register covering access details, client contacts, registration status, expiry dates, submission requirements and ownership.
• Manage portal user access, credentials, MFA, back-up users and access recovery processes.
• Maintain current company documents, certificates, compliance documents, insurance records, tax/VAT documentation, bank letters, QHSE documentation and other portal-required records.
• Monitor portals for new tenders, RFQs, EOIs, RFPs, prequalification requests, clarifications, addenda and client notifications.
• Coordinate with BD and proposal leads to ensure timely internal opportunity alerts and deadline tracking.
• Prepare portal submission checklists and manage the upload/submission of technical, commercial, legal and administrative documents.
• Track all clarifications, addenda and client communications issued through portals.
• Capture and archive submission confirmations, receipts and audit trails.
• Support Finance with invoice uploads, approval tracking, rejection follow-up and portal-based payment-status monitoring.
• Maintain trackers for registrations, tenders, document expiry and portal risks.
• Produce regular dashboard reports covering active portals, upcoming deadlines, tender activity, document renewals, submissions status.
• Escalate portal access issues, submission risks, missing documents and compliance gaps early.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Engineering, Supply Chain, Finance, Commercial Management or related discipline.
• 3–6 years’ experience in vendor portal management, tender coordination, bid administration, commercial operations or procurement support.
• Experience with GCC / MEA government, energy, infrastructure, maritime, port, logistics or engineering client portals preferred.
• Experience with government portals such as or similar platforms Etimad portal, Etendering, ADNOC, Aramco, QatarEnergy is advantageous.
• Experience in consultancy, engineering, infrastructure, ports, maritime, logistics or energy sectors preferred.

Skills & Competencies

• Proficient in Microsoft Office (especially Excel)
• Fluent in English and Arabic (mandatory)
• Strong understanding of GCC procurement and vendor registration processes.
• Excellent attention to detail and compliance discipline.
• Strong deadline management and escalation judgement.
• Advanced Excel and tracker management capability.
• Strong SharePoint / Teams / document-control discipline.
• Process-improvement mindset and ability to standardise fragmented portal workflows.

Reports to: Business Development / Commercial Manager