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Bid Specialist

2 weeks ago

Cape Town, South Africa Minerva Group Full time

To support the planning, organisation, and monitoring of all aspects of the preparation of bids from RFI/RFQ to the start of contract negotiations.

**The role will be divided in to 3 major responsibilities**
- General Administration
- Monitoring of new bid adverts on a daily basis and preparing summary in respect thereof;
- Assist with the qualification of all tenders
- Compilation of tenders
- Registration of all tenders on the CRM
- General query handling;
- Escalation of queries;
- Ad hoc maintenance of bid register;
- Ad hoc updates to tender/bid library;
- Maintenance of electronic filing system;
- Completion of Supplier Database Registrations as and when needed;
- Follow up of expiry of supporting documentation (Tax Clearance Certificates, ICASA licenses etc);
- Provide ongoing assistance to the Sales Director/Bid Administrator as and when required;
- Monitoring of National Treasury website for circulars in terms of new procurement policies/legislation etc;
- Administration of electronic contracts database.
- Pre RFI/RFQ Submission
- Arranging payment and collection of bid document;
- Coordinating compulsory briefings/site surveys;
- Formatting of bid response documents according to Style Guide;
- Checking of documents from a grammatical and layout perspective;
- Printing and collation of responses;
- Arranging delivery of bid responses;
- Completion of statutory RFP/RFQ document with the assistance of Bid Administrator.
- Post Submission
- Completion of submission summary report (pricing, solution etc);
- Follow up with Organ of State/customer until award;
- Monitoring of state organ/client websites for award information.

**Ensure full coordination of bid writing process**
- Facilitate the writing of comprehensive responses of converged RFBs, RFQs & RFPs
- Full coordination of bid process timeously in line with client specifications
- Manage all aspects and stages of the bid proposal, including Initiation and planning, kick-off solution definition, content development and response consolidation
- Proof-reading, quality, and version-controlling bid document for full sign-off level to meet customer deadlines
- Effectively manage bid resources to facilitate the development of appropriate deal strategies, solution and service methodologies, commercial models and delivery/service management plans
- Establish clear and effective plans for each bid and execute in accordance with these plans
- Ensure that the business risk exposure on all bids is understood, documented, communicated to all stakeholders and appropriately addressed/ mitigated
- Communicate accurately and timeously with all involved stakeholders and take responsibility for communication being received and understood
- Manage performance issues and escalations in the interests of ensuring bid progress and the development of a compelling offer
- Facilitate the compilation and delivery of all client-facing bid deliverables in accordance with client instructions and requirements as well as the organisation’s standards
- Understand the divisional and group’s business model and key functions and offerings, as well as local operating, commercial and general business environment and conditions
- Develop knowledge of business, its products and services by reading and review previous bid and design documents and spending time with presales, technical and commercial function
- Review and improve other customer materials and develop a consistent set of standards for other commercial functions to follow
- Develop a set of standard templates for less complex bids
- Manage bid notification platforms and alerts, ensuring the company never misses and opportunity

**Management Updates and storing of write ups**
- Update of content and methodologies of the different divisional write ups
- Keep an auditable trail of all bid artefacts and records on recognised company systems
- Keeping and storing the updated writeup on Bid office share drive

**Management of key stakeholders**
- Assisting the Business Development Managers and operation managers in compiling winning bid strategies, focusing on specific areas that require more complex solutions
- Review all customer requirements to ensure that they are met in the proposal and collaborate with a wide variety of involved parties to include all necessary information within the proposals

**Project Management of assigned Bid processes**
- Project manage tender/proposal responses bringing together input from all stake holders and relevant parties
- Tracking of tender / RFP process and exact record keeping of strategic dates and information to be provided / presented

**Ensure the Bid prepared are aligned to approved pricing guidelines**
- Compile Accurate pricing of new and re-newel costing

Skills and Competencies
- Self-motivated with good interpersonal and communication skills
- Written proficiency in English with excellent interpersonal and communication skills
- Strong numerical ability
- Service driven, innov