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Bid Manager - Rwanda

Business Unit:  Security Services
Career Area:  International


Position/Employment type:

 Bid Manager / full-time employee

Organization/Reporting line:

Reports to: Senior Manager, CST

Direct Reports: N/A

Place of work/Travel:

Kigali, Rwanda with travel to other East Africa regions as required

Contact and Cooperation:

Internally: Focus on Senior Manager, CST, Rwanda Country Manager and Operations Team, East Africa Country Managers, CST Director and head of support functions/departments.

Externally: Clients, prospective clients

Job Summary:

The Bid Manager is responsible for administering bids in French or English language, in response to request for proposals and ensuring continuous improvement on the quality and success of KK bids and proposals. This role will be responsible for providing a high level of support in the preparation of high-quality commercial responses across East Africa regions.

Key Responsibilities:

1.            Administer and manage bids, ensuring that all client RFP requirements have been addressed.

2.            Administer and initiate bid kick-off meetings and determine the scope and timeline of new bids.

3.            Review client documentation distribute to key stakeholders and produce comprehensive compliance matrices to maximize the chances of success.

4.            Lead and coordinate the preparation of the bid ensuring that other contributors provide information on time to the correct standard answering the client’s needs to ensure a winning bid response

5.            Providing thought leadership and experience of previous opportunities to the team to influence the bid strategy and approach to the customer.

6.            Coordinate and/or create graphics, flow charts, diagrams, and other images

7.            Review and revise documents prepared by others and coordinate the preparation of those materials in a completed bid document for review by Senior Manager, CST/Director CST.

8.            Produce the tendering plan in liaison with the core tendering team: Regional Directors & Managers, functional heads, Sales, Legal etc.) in preparing a winning response.

9.            Take responsibility of submitting a completed bid on time, in an organized fashion and within budget.

10.          Participate in other sales and marketing functions in a support capacity as required.

11.          Continuously improve the quality and success of GardaWorld/KK bids and proposals.

12.          Develop and maintain bid material library and automated management system.

13.          Attend meetings, including Pre-bid and tender openings.

14.          Administer and supervise the submission of RFIs, PQQs and other related administration across the CST

15.          Input into post win activities such as contract review, operations handover

16.          Preparation of power point presentations as may be required

17.          Attend post bid presentations as may be directed by line manager from time to time

18.          Any other duties that you may be assigned by the Senior Manager, CST and/or Director, CST.


Principal Outputs of this Role:

1.            Effective administration and timely submission of bids

2.            Efficient bid response by ensuring 100% full documentation and bids requirements are submitted

3.            100% documentation of all bids

4.            Improved tender success rate/Efficient bid documentation


Refer to GardaWorld/KK Security authority matrix


The Bid Manager is accountable to the Senior Manager, CST for the responsibilities stated in this job description. These responsibilities will be monitored and managed through the mid-year and annual performance review and supported through the monitoring of KPIs.


1.            Demonstrated, advanced experience and understanding of bid and proposal process

2.            Must be able to produce proposal responses in both English and French

3.            Demonstrate sensitivity, confidentiality when dealing with internal and external customers.

4.            Enthusiastic, results oriented with excellent interpersonal, communication and social skills.

5.            A forward planner with clear focus, well-organized, detail-oriented and able to multi-task

6.            Have a high sense of accuracy, attention for detail and with strong analytical ability.

7.            Business acumen, strategic thinker with ability to make sound decisions for the business.

8.            Have good numeracy, problem analysis and reporting skills.

9.            High moral standing with impeccable integrity.

10.          Ability to establish and maintain excellent relationships with wide variety of stakeholders

11.          Able to work to tight timescales particularly when developing proposals.

12.          Able to manage multiple work streams and priorities concurrently.

13.          Providing thought leadership and experience of previous opportunities to the team to influence the bid strategy and approach to the customer.

14.          Good command of language, peer review experience, ability to write succinct compelling proposal

15.          Business administration organizational experience, eye for detail and a good business flare.

16.          Possessing experience interacting with executive-level staff.

Qualifications & Experience:

1.            Bachelor Degree in Business administration/sales and marketing or equivalent working experience

2.            Mandatory bilingual fluency in French and English Language – both written and spoken.

3.            Contract bidding experience or a security marketing or promotional background.

4.            Minimum three years of work experience in bid or contract management or security marketing.

5.            Proficiency in Microsoft Word, Excel and PowerPoint.

6.            Proven proposal management experience and good industry-specific knowledge.

7.            Knowledge of document management methods.


GardaWorld: Make the world a safer place

GardaWorld is a global leader in the security industry, offering a wealth of opportunity to individuals looking to gain experience and develop professionally in a growing industry. We offer flexible schedules, diverse work assignments spanning multiple industries, and training and career advancement opportunities. We embrace diversity and welcome newcomers, women, students, retirees, reservists, veterans, and more to join our team, as we are proud to be an equal opportunity employer.

We thank all candidates for their interest; however, we will communicate only with the selected candidates.

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