Business Support Group Coordinator (Bids, Proposals & Pursuits)

Key Responsibilities

• Ensure a seamless flow of activities during proposal and EOI preparation.
• Compiling, editing, and proof reading EOIs/Proposals, which contain technical content, ensuring that these are presented in a professional and concise manner. This includes drawing on technical input where and when required under the guidance of the technical managers. The process should ensure that senior technical time is efficiently utilized.
• Reviewing and revising documents, including CVs and PDSs, prepared by others and coordinating the preparation of those materials in a completed bid document.
• Determining the scope and timeline of EOIs/Proposal development and coordinating with others during the preparation, ensuring that other contributors provide information on time to the correct standard answering the client’s needs.
• Developing knowledge of the business, its products and services by reading and reviewing previous bid documents and tapping knowledge of functional groups.
• Development of standard templates and maintaining a Division computer based repository for document storage and reference materials, including example projects and best practice EOIs/Proposals. This includes tapping institutional knowledge of best practice examples from technical groups.
• Updating project experience tables and matrices and following up on the preparation of project data sheets for new projects.
• Building up photo library for use in proposal text.
• Developing desktop publishing capability for the preparation of proposal covers, promotional material or other materials as required.
• Keeping all parties concerned (including Consultants named in the proposal) informed on the progress, status, and outcome of the EOIs/Proposals.
• Preparation of monthly reports on win/loss ratios; cost of proposals; sector and office costs; and other reports as deemed necessary to assist in measuring and evaluating performance.
• In conjunction with technical groups, assist in researching appropriate partners and associates as necessary. Assisting and making recommendations regarding establishment, monitoring, and continuously improving systems and procedures.

Preferred Knowledge, Skills and Experience

• Appropriate professional qualifications.
• Experience in SMEC procedures and systems preferably with experience in the Division’s geographic footprint.
• At least five (5) years solid experience in preparing proposals for infrastructure projects for international financial institutions (eg. ADB, World Bank, etc.) with a proven success rate and scoring consistently high technical marks.
• Ability to effectively communicate (orally and in writing) in English, especially written English grammar, spelling & vocabulary; combined with the ability to understand EOI/Proposal requirements to ensure delivery of the highest quality EOI/Proposal.
• Knowledge of best practices in EOI/Proposal development and proactive in learning.
• Demonstrated experience in EOI/Proposal development for projects and an understanding of the different societies and cultures within the Division’s geographic footprint.
• Proven ability to work independently and as a member of a team.
• Team and action oriented; proactive in prioritizing own work load.
• Ability to work with other teams and senior stakeholders to ensure submissions are made on time and to the required quality.
• Excellent interpersonal skills.
• Able to deliver work within tight deadlines and handle heavier work pressure associated to tender deadlines.
• Proficient in use of computer software (MS Word, MS Excel, MS PowerPoint) to produce professional looking documents of international standards. Skills in graphics software preferred
• Proven ability to learn new technologies to improve EOI/Proposal development (e.g. desktop publishing and other software as required).
• Desire and willingness to learn and work in a dynamic environment.