Job Description:

1.1. Summary
 

Proposal Managers co-ordinate and produce the proposal (RFI, ITT, RFP etc.) response and work collaboratively with Bid Managers, Graphic Designers and the wider pursuit team to produce a response that is complete and compliant to the prospective client’s proposal requirements.

 Proposal Managers play a crucial role in ensuring the successful submission of proposals by managing a wide range of tasks and responsibilities, under often tight deadlines. The ability of Proposal Managers to work effectively under pressure is crucial for submitting a winning proposal to the client

The role of a Proposal Manager demands a proactive approach, especially when dealing with significant Middle East opportunities. Supporting the MEA (Middle East and Africa) Bid Office and Sales Leads on high-to-medium complexity deals requires the Proposal Manager to:
 

1.     Be Proactive: Anticipating potential challenges and opportunities early in the process. This involves staying informed about market trends, client needs, and competitor activities to provide insights that shape winning strategies.

2.     Strategic Involvement: Collaborating closely with Sales Leads and the Bid Office to ensure alignment with the overall sales strategy and objectives for the region, particularly on large, complex deals that can be critical for business growth.

3.     Stakeholder Management: Engaging with key internal and external stakeholders, from senior leadership to technical experts, ensuring their input is reflected in the proposal and that the team is aligned on the deal's strategic direction.

4.     Bid Coordination: Managing the end-to-end bid process, ensuring that timelines are adhered to, deliverables are met, and all team members contribute effectively to proposals, particularly in time-sensitive and high-pressure situations.

5.     Region-Specific Knowledge: Understanding the unique business, cultural, and regulatory environment of the Middle East, which is essential for tailoring proposals that resonate with clients in the region.

By playing a pivotal role in these areas, the Proposal Manager helps position the team for success in securing high-value, complex deals.

1.2. Essential Job Functions

          

1.     Proposal Planning

·        Analyse Tender Documentation: Review and interpret the client's Request for Proposal (RFP) to determine the format, structure, and content requirements.

·        Create Responsibility Matrix: Develop a clear matrix that outlines who is responsible for each section of the proposal, helping to organize the team's work and manage accountability.

·        Coordinate with Bid Manager: Collaborate on setting proposal milestones and deadlines for drafts and final content submissions.

·        Response Templates: Develop templates for each section of the proposal, ensuring they comply with the client’s format and enabling multiple authors to work simultaneously in SharePoint.

·        Template Customization: Adjust headers, footers, and structure to align with client requirements and company branding.

·        Backup for Bid Manager: Support the Bid Manager in setting permissions and organizing the folder structure on SharePoint for efficient document sharing and collaboration.

·        Comprehensive Proposal Planning: From scratch, develop and execute a proposal response plan that includes creating the pursuit strategy tailored to specific opportunities.

2.     Proposal Development

·        Communicate Requirements: At the start of the project, provide clear instructions and deadlines to all contributors, possibly via a Writers’ Workshop.

·        Identify Missing Content: Work with the Bid Manager to highlight any gaps in the content and ensure that all necessary information is collected.

·        Progress Updates: Regularly report on the proposal’s progress and flag any issues that could impede completion, ensuring transparency and swift resolution of problems.

3.     Preparation for Delivery

·        Finalization: Upon the Bid Manager’s direction, lock down the proposal documents for final editing and formatting.

·        Proofreading and Editing: Conduct thorough proofreading for spelling, grammar, and consistency.

·        Graphic Integration: Update the final document with graphics and artwork created by the design team to ensure a visually compelling presentation.

·        Final Checks: Add cross-references, figure captions, and ensure the overall document is free of unnecessary comments or tracked changes.

·        Brand Consistency: Format the final document to match client specifications or company branding guidelines.

·        Document Production: Prepare the final proposal in the required format (e.g., PDF, print, USB) and perform a final quality check with the Bid Manager and Sales Leader.

·        Upload and Handover: Ensure the final deliverables are uploaded to the Final Response folder and officially handed over to the Bid Manager and Sales Leader.

4.     Close Down

·        Archiving and Reusability: Notify Bid Support when the proposal is ready for archiving, and identify any sections that can be reused for future bids.

·        Key Skills for Success

·        Strong organizational and project management skills

·        Attention to detail for editing, formatting, and ensuring content quality

·        Collaboration across diverse teams and territories

·        Proficiency in SharePoint and document management systems

·        Ability to handle high-complexity bids and work within tight deadlines

1.3.  Skills

·          Strong Technical Content Writing Skills:

·        The ability to create clear, concise, and technically accurate content tailored to the audience’s level of understanding. This includes translating complex technical concepts into digestible and persuasive writing that meets client requirements.

·          Excellent Communication Skills (Verbal and Written):

·        Proficient in both written and verbal communication, allowing for effective collaboration with team members, senior stakeholders, and clients. This ensures clarity, reduces misunderstandings, and facilitates smooth operations during proposal development.

·          Excellent Organisational Skills:

·        The ability to manage multiple tasks, documents, and team members effectively. Staying organized is essential when dealing with large, complex proposals to ensure nothing is overlooked.

·          Time Management Skills:

·        Essential for meeting tight deadlines while maintaining quality. This includes the ability to prioritize tasks and delegate responsibilities to ensure that everything is completed on time.

·          Quality Management Skills:

·        Focused on maintaining a high standard of work throughout the proposal process, including the accuracy of content, consistency in format, and adherence to branding and client requirements.

·          Project Management Skills:

·        Coordinating all aspects of the proposal process from start to finish, managing contributors, timelines, and deliverables while ensuring alignment with strategic goals. This includes the ability to plan, execute, and close the proposal in a structured manner.

·          Ability to Prioritise Workload:

·        Managing multiple tasks and projects effectively, ensuring that high-priority tasks are given focus while also maintaining progress on less urgent tasks.

·            Working with Senior Stakeholders:

·        Comfortable engaging with senior leaders and decision-makers, understanding their requirements, and ensuring their inputs are incorporated into the proposal.

·            Performing Under Pressure:

·        Maintaining composure and efficiency when working in high-stakes environments with tight deadlines. Being able to problem-solve and deliver results despite the pressure is a critical attribute in proposal management.

1.4.                 Competencies

 

·          Proven Track Record on Large-Scale Proposals:

·        Demonstrated experience in managing and contributing to high-value, complex proposals. This includes successful involvement in key pursuits where the candidate's efforts led to securing major wins.  

·        Technical Content Expertise:

·        Strong skills in writing and shaping technical content that aligns with client requirements. The candidate should be capable of crafting persuasive, clear, and accurate technical documentation that resonates with the target audience, addressing both business needs and technical specifications.

·          Highly Motivated and High Performing:

·        A self-driven individual who consistently strives for excellence in their work. The candidate should have a proven ability to deliver high-quality results and meet demanding targets while maintaining a high level of performance, even in challenging circumstances.

·          Flexibility and Adaptability:

·        The ability to adjust to shifting priorities and demands on a daily basis, ensuring smooth proposal development regardless of changing requirements. Flexibility in this context means being able to pivot quickly between tasks and adapt to new strategies, team dynamics, or client needs as they arise.

1.1.1.            Experience

·          6+ years in a proposal’s role - preferably within a professional services environment

·          APMP Foundation certified, or willingness to obtain

·           Fluency in spoken and written English is essential, and Arabic is a plus

Education: Bachelor’s degree in English Literature, Business Administration, or a related field.

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