Bid Manager - Commercial Services Team

Position/Employment type:

Bid Manager, Commercial Services Team (CST) / Permanent full-time employee position

Organization/Reporting line:

Reports to: Senior Manager, CST

Place of work/Travel:

Dubai, UAE, with very occasional travel globally to our Management Offices, and other locations where the company has operations or where clients may be located (CST specific).

Contact and Cooperation:

Internally: Focus on Senior Manager, CST, Regional Directors and Country Managers

Externally: Suppliers, prospective clients, government agencies and se

Job Outline:

Overview:
 

The incumbent will support the Senior Manager, CST in producing bids and maintaining the bid management process, in order to meet and exceed client requirements. The incumbent will manage complex client bid responses, working closely in consultation with relevant country and/or regional leadership teams and the pricing team. This role will also have responsibility for assisting the CST in the preparation of other compliant technical responses to proposals and bids.

Key Responsibilities:

• Administer and manage bids, ensuring that all client RFP requirements have been addressed.
• Administer and initiate bid kick-off meetings and determine the scope and timeline of new bids.
• Review client documentation distribute to key stakeholders and produce comprehensive compliance matrices to maximize the chances of success.
• 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
• Providing thought leadership and experience of previous opportunities to the team to influence the bid strategy and approach to the customer.
• Coordinate and/or create graphics, flow charts, diagrams, and other images
• 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.
• Produce the tendering plan in liaison with the core tendering team: Regional Directors & Managers, functional heads, Sales, Legal etc.) in preparing a winning response.
• Take responsibility of submitting a completed bid on time, in an organized fashion and within budget.
• Participate in other sales and marketing functions in a support capacity as required.
• Continuously improve the quality and success of GardaWorld CI&GS bids and proposals.
• Develop and maintain bid material library and automated management system.
• Attend meetings, including Pre-bid and tender openings.
• Administer and supervise the submission of RFIs, PQQs and other related administration across the CST
• Input into post win activities such as contract review, operations handover
• Preparation of power point presentations as may be required
• Attend post bid presentations as may be directed by line manager from time to time
• Any other duties that you may be assigned by the Senior Manager, CST.

Accountability:

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.

Authority:

Refer to GardaWorld CI&GS Authority Matrix.

Competencies:

• Demonstrated, advanced experience and understanding of bid and proposal process
• Demonstrate sensitivity, confidentiality when dealing with internal and external customers.
• Enthusiastic, results oriented with excellent interpersonal, communication and social skills.
• A forward planner with clear focus, well-organized, detail-oriented and able to multi-task
• Have a high sense of accuracy, attention for detail and with strong analytical ability.
• Business acumen, strategic thinker with ability to make sound decisions for the business.
• Have good numeracy, problem analysis and reporting skills.
• High moral standing with impeccable integrity.
• Ability to establish and maintain excellent relationships with wide variety of stakeholders
• Able to work to tight timescales particularly when developing proposals.
• Able to manage multiple work streams and priorities concurrently.
• Providing thought leadership and experience of previous opportunities to the team to influence the bid strategy and approach to the customer.
• Good command of language, peer review experience, ability to write succinct compelling proposal
• Business administration organizational experience, eye for detail and a good business flare.
• Possessing experience interacting with executive-level staff.

Qualifications & Experience:

• Bachelor Degree in Business Administration/ Sales and Marketing or equivalent working experience
• Minimum three years of work experience in bid management.
• Proficiency in Microsoft Word, Excel and PowerPoint.
• Good industry-specific knowledge.
• Knowledge of document management methods.
• Fluent in both oral and written English