Tender and Proposal Specialist

Locaction: Gauteng, South Africa

Position Overview

SIS Global is seeking a Tender & Proposal Specialist to join our dynamic team in our Gauteng region.

The primary objective of this position is to be responsible for preparing detailed functional and commercial documents in response to all requests for Tenders, Proposals and Quotations.  The incumbent will work closely with the Head of Departments, Subject Matter Experts, and Group Commercial Director, and the role will be instrumental in transforming complex technical information into persuasive and client-focused bid / proposal / quote responses and presentations and/or demonstrations.

The successful applicant will assist in managing and participating in the bidding process, by ensuring centralisation and coordination of all activities involved in the preparation and submission of all Requests for Information (RFIs) or Requests for Proposal (RFPs) within the SIS Global Group. The successful candidate will ensure that all relevant parties follow the correct procedures and regulations and will participate in the activities throughout the bidding process.

The successful candidate will be responsible for assisting in the preparing and writing of the detailed functional and commercial documents, with input from the Head of Departments, Subject Matter Experts and Group Commercial Director. The incumbent will be responsible for the quality of all aspects of the bid responses, including written documentation and presentations. They will ensure that all bid documentation is clear, concise and compelling. To be successful in this role, the candidate should be proactive, pay attention to detail, communicate effectively, and meet deadlines.

Principal Responsibilities

The position holder will provide the following primary services: –

  • Analysing the tender documents to understand the needs of the client.
  • Attend internal tender briefing meetings with relevant management / staff to:
    • Discuss the tender to decide whether to respond or not based on the RFI / RFP deliverables and evaluation criteria.
    • Planning bid preparation to ensure that deadlines are met.
    • Liaising with other managers to agree bid details.
  • Work with internal teams to obtain an in-depth understanding of the product and the documentation requirements.
  • Collaborate closely with departmental leaders, Subject Matter Experts, and the Group Commercial Director to craft comprehensive functional and commercial documents. Your pivotal role involves translating intricate technical details into compelling and client-centric bid responses.
  • Produce high-quality documentation that meets applicable standards and is appropriate for its intended audience.
  • Assist in collating materials provided by various departments and ensuring a uniform tone across the overall document.
  • Take responsibility for ensuring tenders and submissions are lodged in a timely manner meeting submission criteria.
  • The role also requires reviewing and editing previously written content where necessary, working with other bid team members to produce written bid responses and presentation collateral in line with deadlines.
  • In addition to crafting content for bid materials, the position entails aiding in the development of presentation slide decks and all accompanying documentation. This involves ensuring a unified and coherent approach across all aspects of the submission.
  • Excellent research skills and the ability to write persuasively and articulately are essential. The main job duties involve researching, writing, and organising ideas.

REQUIRED SKILLS, KNOWLEDGE AND EXPERIENCE 

  • Minimum of 10 years’ experience in RFI / RFP tender response writing and tender submission co-ordination.
  • Minimum of 5 years’ experience in a managerial or team lead position.
  • Experience in the Microsoft Dynamics ERP and CRM space would be a distinct advantage. 
  • High level of competency with Microsoft (MS) suite software (MS Office / MS Teams / Sharepoint), strong organisational ability and a sharp attention to detail.
  • Experience of working as part of, as well as leading, a bid team (proven bid team leadership and involvement)​.
  • Excellent literacy skills, with an extensive vocabulary and excellent business writing skills.
  • Proven working experience in technical writing.
  • Can demonstrate effective bid response writing skills.
  • Excellent verbal and written communication along with sound interpersonal skills; with an ability to communicate sensitively and respectfully with all relevant stakeholders.
  • Strong organisational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Ability to quickly grasp complex technical concepts and make them easily understandable in text and pictures.
  • A high attention to detail with an excellent editing and proofing ability.
  • Deadline driven with excellent time management skills.
  • Thrive in a busy environment.
  • Ability to multitask and prioritise workload.
  • Excellent time management and organisation skills.
  • Self-directed ability to work with minimal supervision and as part of a broader team of staff.

BEHAVIOURAL COMPETENCIES 

  • The position requires a positive, self-motivated, confident individual with initiative, effective communication skills, a sense of urgency and the ability to make decisions and take responsibility.
  • Committed and goal orientation individual, be consumer / service oriented.
  • Have a positive can-do attitude, able to work with various personality types, work comfortably in a fast-paced and highly competitive business environment, be highly adaptable to change, and demonstrate composure under pressure.
  • Can react and adjust quickly to changing conditions and devise practical ideas / solutions for dealing with them.
  • Be able to work under minimal direction, meet deadlines, and work accurately.

JOB CHARACTERISTICS and REQUIREMENTS 

Below are the salient job characteristics, summarised and categorised.  For best success incumbents / candidates must thrive in the environment described below. 

Pace and Variety of Activities: 

  • Faster than average pace; ability to learn quickly, thoroughly and in detail.
  • Must recognise and adjust to change. 
  • There is variety in the work due to different business interactions. 
  • Must be able to meet timelines and deliverables. 

Focus 

  • Setting and achieving specific standards for self – an emphasis on quality. 
  • Primarily task focused, with some action orientation collaboration required occasionally. 
  • Focus on clear, accurate and concise documentation.  

Decision Making 

  • Seeks and accepts decision authority and responsibility. 
  • An independent decision maker will use team consensus or collaboration where appropriate. 

Communication and Collaboration 

  • Requires incisive communicator to communicate with clients, partners, consultants, and colleagues. 
  • Firm, direct and self-assured in dealing with team members. 
  • Collaboration within own team and with consultants. 

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