Bids Manager at AfroCentric Group

About the job

Education & Qualification

• BCom/Diploma/Certification in Sales, IT, or similar. 

 

Essential Experience

• 3 – 10 years in sales administration & bid management (preferably IT sales)

 

Skills & Competency

• Attention to Detail

• Analytical and problem solving skills

• Time management

• Excellent interpersonal skills

• Written and communication skills

• Conflict resolution skills

 

Job function 

1.    Supervisor of Bids team

1.1 Quality assurance of all tenders done by bids team.

1.2 Ensuring tenders are completed and submitted on time.

1.3 On the job training of bids team

1.4 Ensuring all company documents are compliant at all times.

1.5 Recruitment and supervision of bids administrators.

1.6 Searching for tenders on various platforms.

1.7 Risk Management and pre-calculation of bids score to ensure the company will qualify.

1.8 Qualifying of bids.

1.9 Implementing SOPs to improve efficiency of the bids team.

1.10 Develop and/or quality assure pricing schedules for all bids.

1.11 Performance management of the bids team.

1.12 Holding the team accountable to achieve set targets.

1.13 Assessing the status of bids in progress.

1.12 Submit monthly reports to EXCO on progress of submitted bids.

1.13 Draft and/or quality assure proposals.

1.14 Chair weekly bid management meetings.

1.15 Calculate Gross Profit for all qualified tenders.

1.16 Manage & improve a repository with all shared bids information.

1.17 Induction of bids process to all new members.

  

2.  Management of Bid Process by:

2.1 Developing knowledge of business, its products and services by reading and reviewing previous bid documents;

2.2 Providing assistance in the development of standard templates for less complicated bids;

2.3 Providing assistance in the development of best practice processes in managing bids;

2.4 Providing assistance in analyzing advertised and identified request for proposals;

2.5 Providing assistance in the attendance of external briefing sessions;

2.6 Participating in internal briefing sessions in determining the viability of the RFQ/RFP;

2.7 Providing assistance in creating and re-enforcing proposal calendar dates;

2.8 Providing assistance in the development and management of the resource matrix to attend to the RFQ/RFP;

2.9 Providing assistance in coordinating the information process on the identified sections within the proposal i.e. Statutory documents, CVs, Qualifications;

2.10   Providing assistance in conducting an analysis of the developed proposal to ensure that it addresses the RFP (Request for Proposal);

2.11   Providing assistance in the managing of version controls for developed proposals;

2.12   Ensuring that bid proposal WORD documentation is formatted, collated and presented in a professional manner;

2.13   Monitoring the bid throughout the process, providing weekly status reports as required in the scoping sheet/document;

2.14   Providing assistance in compiling and updating the bids register;

2.15   Providing assistance in monitoring the validities of closed RFQs/RFPs that were bided for;

2.16   Ensure the delivery of the bid document to the relevant (incomplete).

      

3. Management of Vendor Relationships by: 

3.1 Providing assistance in scheduling and attending to meetings with vendors in order to discuss products and services being provided;

3.2 Provide assistance in the development and management of vendor management strategies;

3.3 Providing assistance in negotiating deals with the vendor after discussing and gaining knowledge about the service they provide;

3.4 Ensure that the vendor delivers on the set commitments as per the Service Level Agreement;

3.5 Ensure that performance reports are developed and communicated to management about any matters raised by the vendor;

3.6 Ensure the monitoring of vendor work in terms of quality with the respective departments;

3.7 Ensure that vendor Service Level Agreements are maintained and updated continuously;

3.8 Ensure that the vendor statement of work is maintained and up to date on a monthly basis;

3.9 Ensure that risks identified with the vendor are communicated to management continuously;

3.10 Ensure that outward communication to vendors is facilitated and understanding the organisational strategy

3.11 Any other duties as assigned