Sr Associate, Proposals

Title:

Support the proposal team with various administration duties with the main focus being managing the process of the proposal compilation from receipt of the ITT through to the submission, often using e-bidding platforms such as Ariba. A key part of your time will be formatting proposals, CVs into the company word templates and reviewing/proofing bid documents.

Advanced Word, good command of English language and a keen eye for detail are essential for this role.

In addition, you would work with the wider team to maintain the library of material used on bids such as standard writeups, experience and CVs.

The ideal candidate:

• Can demonstrate experience of undertaking similar proposal or administrative roles
• Will be highly organised and flexible to manage multiple tasks at a given time
• Have an excellent understanding of Word, Adobe PDF, Excel and Powerpoint
• Have strong English language, writing, proofreading and editing skills
• Will have good communication skills and be able to interact with senior personnel
• Must be a team player and a self-motivator
• Experience of using SharePoint is an advantage but not essential.
• Flexible to work beyond normal working hours to meet deadlines

Document Developer - List of tasks

• Document Developers are required to understand the submission instructions of the ITT received and to work with the Proposal Manager to ensure that we comply with the client’s instructions:
  • Work with the Proposal Manager to find out who the Sales Lead and Proposal Lead is on any project
  • Work with the Proposal Manager/Sales Co-Ordinator to ensure the Letter of Acknowledgement to bid is completed and sent on time and keep on record
  • Work with the Proposal Manager/Sales Co-Ordinator to ensure pre-bid material (strategy to win, proposal plan, key issues, GIFBP) is saved to the project folder
  • Be alert to inconsistencies in the ITT or Prequalification document and bring them to the attention of the Proposal Manager/Proposal Lead as soon as possible to arrange clarifications
  • Determine the layout of the document as soon as possible
  • Check courier arrangements and timing required for a timely delivery

• Administration support to Manager of Proposals, Proposals Lead, Sales Lead and Proposal Manager throughout the bid lifecycle:
  • Ensure the bid request is distributed to all key players involved in writing the response (hardcopy and/or electronic) – interface with Proposal Manager/Proposal Lead
  • Set up standard proposals folder (electronically) allocating a proposal library reference number – ensure the proposal process is followed and all important material, including correspondence is saved for audit purposes
  • Set up electronic working folders and access rights as required – upload client request and other available information for collaboration
  • Set up the Proposal Plan as a tool for the Proposal Manager and Proposal Lead
  • Work with the Proposal Manager to inform Proposal Lead on the Proposal Process, style guides for organisation charts, writing guides, time scales necessary for production to incorporate in the Proposal Schedule
  • Work with the Proposal Manger/Lead to get nominees for CVs as soon as possible and format in the KBR style if not already on the database
  • Prepare the table of contents and prepare the document split (where dividers should go, how attachments will be referred to etc.)
  • Set up a hard copy ‘dummy book’ (unless working remotely) and prepare templates for the master document in preparation for the narrative which will be contributed from multiple disciplines
  • Prepare for kick off meeting with Proposal Manager/Proposal Lead and prepare attendee list and possibly provide help in preparing the presentation for the meeting, book meeting room etc.
  • Provide graphics department with the necessary information required for producing covers, spines, flyers etc. on the responses
  • Ensure the stationery requirements are met in preparation for the production of the response.
  • Format all contributions into the in-house macro driven templates and update the dummy book each time a document is changed
  • Prepare for the Red Team Review - work with Proposal Manager/ Proposal Lead to set up room and have necessary materials ready for this meeting, comments sheets, one copy of the dummy book
  • Work with Proposal Lead/Proposal Manager to incorporate comments into the final native document (master)
  • Ensure quality signoff received before printing and record
  • Collate original and copies for dispatch to client
  • Print off letter for signature confirming receipt of bid by client, if required
  • Pack and label bid according to client instructions in time for courier
  • Support Proposal Manager/Proposal Lead with post-bid clarifications and presentation

• Department administration:
  • Replenish stationery stocks
  • Filing / archiving / housekeeping of electronic and hardcopy files
  • CVs to be updated with masters on library
  • Maintaining templates.

Academic/Experience/Skill Requirements

• Degree or equivalent experience. A good background in the production of proposals is important.
• Advanced MS Office (Word, Excel, PowerPoint) – beyond the ordinary secretarial requirement (creating and updating tables of contents with TOC, H1, H2, H3 etc., formatting and changing styles in a macro run templates, ability to move content between applications)
• Good eye for composition/layout (desk top publishing an advantage)
• Experience within a regulated corporate environment – familiar with following standard procedures
• Editing experience – good command of the English language – spelling, grammar
• Previous project administration experience on projects through the entire life-cycle
• Intermediate Adobe Acrobat Professional (work with .pdf files to add and/or replace text, text recognition to copy into Word, copying images from pdf. files, creating .pdf files from Word, Excel, PowerPoint, WebPages etc.)
• Basic knowledge of Photoshop or any image resizing tool would be advantageous
• Experience with large, complex documents 50-100 pages
• Experience printing and collating large documents with the understanding of the importance of consistency.
• Experience with online web based submissions and document management (e.g. SharePoint, ARIBA, Documentum).

Personal attributes

• Team player
• Good communicator – background with liaising with various business stakeholders in both a reactive and proactive way
• Troubleshooting skills along with commitment to owning a problem through to resolution
• Flexible, open to working longer hours to meet deadlines
• Lateral thinker
• Sense of humour