Bid Project Manager

1 week ago

Century City, South Africa Cosmopolitan Recruitment Full time

**Bid Project Manager**

**Position Summary**

To effectively and efficiently manage and compile Bids / Proposals / Quotes in line with bid requirements to manage and improve Bid / Proposal / Quote conversion rate

**Key Accountabilities**:
EFFECTIVELY PLAN FOR, AND SCOPE BIDS / PROPOSALS / QUOTES TO BE DELIVERED:

- Review Requests for Proposals (RFP), Request for Quotations (RFQ), and Request for Information (RFI) documents and liaise with the respective opportunity owner to determine Go/No Go for the opportunity at hand;
- Identify resources required to be involved in the process;
- Follow formalised bid procedures and engage stakeholders;
- Collaborate with Account Leads to support and contribute to the shaping of customer proposals/tender;
- Work with cross-functional business representatives to define the deliverables, interdependencies, critical milestones;
- Build a project schedule stipulating all actions to take place before the closing date of the RFP/RFQ/RFI;
- Set up and chair a bid kick-off meeting to assign and agree: Who will be accountable, responsible, need to be consulted, or need to get information from for what sections of the response;
- When the different elements of the response will have to be completed for;
- The delegation of authority for approval / signoff;
- The non-disclosure agreements (NDAs) are signed, as part of partnership on
- boarding;
- Ensure deliverables are programmed and milestones are reached
- Engage the Business Development and Marketing divisions in respect of the appropriate structures, governance practices / bid specifications, supporting documents (e.g., Project and Service Sheets etc.), processes and solution sets that are in place to enable effective and efficient end-to-end bid / proposal management, administration and submission;
- Strictly adhere to qualification process regarding the tender check list;
- Keep close track of progress on all open Bids;
- Ensure effective support from team members to convert opportunities to wins.

MANAGE THE END-TO-END BID / PROPOSAL / QUOTE DEVELOPMENT PROCESS TO MAXIMISE TURNAROUND TIME, ENSURE ALIGNMENT TO CUSTOMER REQUIREMENTS AND COMPILE THE BID:

- Ensure that all inputs as agreed correctly appear in the final bid documents;
- Actively collaborate with tender team members to ensure financial details are timeously available.
- Attend all reviews ensuring that the team is in line with agreed / altered plan / process;
- Align the inputs required from small, medium and macro enterprises (SMMEs) and external service providers to successfully conclude the bid / proposal process;
- Ensure that all requirements are correctly addressed as per the customer specification;
- Ensure that all statutory matters and documents are attended to and submitted;
- Attend the final Bid / Proposal / Quote Approval Review and ensure that:

- Track and report on all bid and account activities;
- The technical response document is available for review in soft and hard;
- The costing structure is available for review;
- All stakeholders, including third parties are available for discussions when required;
MONITOR AND REPORT ON BID / PROPOSAL / QUOTE PROGRESS AND STATUS:

- Strictly follow the Bid process as per the procedure guidelines provided;
- Continuously monitor bid / proposal / quote progress, and conduct regular follow up and updates with the relevant stakeholders;
- Proactively relay potential risks to either scope, time, cost or quality, determine and monitor the impact thereof, and develop effective strategies to mitigate risks;
- Plan around time and people issues that might derail the agreed schedule and bring the bid back on track;
- Manage internal and external customer queries and escalations;
- Set up and chair Bid / No Bid reviews and ensure the availability of all the relevant information required to facilitate Q&As for client submission and determine feasibility to continue with the bid;
- Standardise bid documentation and ensure that they reflect high brand equity in collaboration with Marketing and QMS;
- Ensure that all changes have been correctly incorporated following reviews;
- Continuously improve the Bid process.

BID COMPILATION AND APPROVAL:

- Manage and administer the preparation of documents for printing and electronic submissions, as well as Bid / Proposal / Quote presentations;
- Assemble bid content and compile the bid;
- Perform in-depth quality review of bids / proposal before final submission, check that all RFQ, RFP or RFI requirements are met;
- Ensure formal signoff of the bid / proposal / quote in accordance with business process once compiled, documented and filed;
- Proactively liaise with the operational stakeholders to ensure that new bids / proposals / quotes are accommodated in the operational planning cycle, operational deliverables and organisational resource plans.
- Formalise lessons learnt and proactively address remedies for improvement of future bids
- Compile monthly reports in respect

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