Bids Assistant at Millenium Solutions East Africa Limited

Job Summary

• The primary function of the Bids Assistant position call be to perform all aspects of proposals and Tender preparation, ensuring quality, compiling bids and ensuring that are submitted in a timely manner.
• In collaboration with the Business Development Team and developing tender and prequals budgets.
• This high-impact role will work across functions and, interact with other departments, partners and senior Management.

ROLE OVERVIEW

As Bids Assistant, you will be responsible for:

• Perform all aspects of proposals, Prequalification, EOIs, Tender preparation, ensuring quality, compelling bids are submitted in a timely manner.
• Review all customer requirements to ensure that they are met in the proposal ,Prequalification, EOIs and Tenders and collaborate with a wide variety of involved parties to include all necessary information within the proposals.
• Ensure the Company is represented during Tender opening meetings.
• Ensure Tender application, Prequalification, EOIs are summited on timely basis and financials kept confidential
• Assist team in the preparation of new business materials including RFQ/RFP responses, new business meeting pitch and prep, presentations, etc.
• Create the annual marketing plan/budget
• Set up meetings between client decision-makers and the company’s senior manager (s) where appropriate.
• Identify potential clients, and the decision makers within the client organization.
• Plan approaches and pitches. Work with the business development team to develop proposals that speak to the client’s needs, concerns, and objectives.
• Performs other duties as assigned which are in the best interests of the Company

ESSENTIAL JOB ROLES, RESPONSIBILITIES AND KPIs

Your duties and responsibilities include but are not limited to the following Key Result Areas:

PROPOSAL AND TENDER DEVELOPMENT

Proposal Development―Pre-qualifications, Targeted/customized Sales Proposals, Bids, RFPs, RFQs, Quotations, Proofs of Concept (POC)

Key Performance Indicators

• Percentage of proposals completed and submitted in time
• Percentage of proposals won/closed
• Percentage of bids that comply with the bid development procedure
• Number of winning proposal templates developed

TEAM SUPPORT/COLLABORATION

• Build & maintain effective working relationships with peers, team members & members from other departments
• Work closely with business development, sharing knowledge, discussing ideas and helping the team to achieve targets
• Develop strong and effective working relationships with the Service delivery teams
• Timely and effective communication with other team members including those from other departments
• Mentoring and coaching Business Development Executives especially with crafting use cases, concept notes, EOIs, Prequalification and marketing messages
• Collaborate with HR, Country Manager and other key staff to source, interview, select, hire and onboard Marketing staff based on sound business cases
• Conduct performance appraisal for self and subordinates and provide regular, constructive feedback and reinforcement regarding performance
• Motivate and reward subordinates and give recognition/credit for good performance and sanctions/ penalties for dismal performance
• Work with technical team and other staff to meet customer needs.

Key Performance Indicators

• Harmonious working relationships with subordinates and other staff
• Demonstrable teamwork

PROFESSIONAL AND PERSONAL DEVELOPMENT

• Acquire necessary knowledge and skills to enable better execution of duties either through self-sponsorship or requesting for training facilitation from the Company in consultation with the supervisor and HR
• Attend industry and partner events like courses, seminars, webinars, conferences, etc to improve on product knowledge and be able to position them better
• Identify the skill gaps that need to be filled both by you and your subordinates and make recommendations to Management with a plan for training or coaching
• Support, coach and mentor subordinates or new team members

Key Performance Indicators

• Technical proficiency in the execution of duties
• Excellent performance/achievement of goals and targets Number of role-related qualifications/certifications attained

COMPLIANCE WITH ORGANIZATIONAL POLICIES

• Execute your roles and responsibilities in accordance with the Company’s policies by implementing existing procedures or coming up with new ones that are deemed to contribute to continuous performance improvement
• Ensure all internal and external publications and marketing materials are consistent with Company corporate branding and culture
• Practice and maintain a professional/company dress code and neat personal appearance at all times during working hours

Key Performance Indicators

• Full compliance with company procedures and other company policies
• Consistent brand image

Supervisory Responsibility: Interns and Bid assistants trainees

Critical Relationships: (key internal staff to work with to deliver role): Business Development team, Technical Operations team, Service Delivery team, Finance team, Human Resources and Administration team, Clients, media, partners, sister companies etc

Education / Knowledge / Experience Needed:

• Diploma or Bachelor’s degree in the field of Business or any relevant course
• At least 1 year experience in Tender Preparations
• Proven ability in targeting new business opportunities;
• A positive and determined approach to researching and analyzing new business opportunities.
• Solid technical background, with understanding or hands-on experience in Tenders, EOI and pre-qualification preparations