Administrator for Proposals Department

About the position

The process of proposals preparation requires a lot of administrative job to be fulfilled, from assigning a correct proposal number to a new request to keeping databases of partners, suppliers, references and various templates up to date. We are looking for someone to take care of all these matters in order to smoothen the process of proposals preparation and improve the quality of proposals we submit

Job Objective: To facilitate (increase) efficiency and quality of the proposal preparation process

Key job functions:

• Monitor incoming requests for proposals, store their information according to the internal procedure
• Register the qualified requests in the ERP system and further update their information throughout the project cycle
• Create proposals folder on the file storing system, make sure the structure is followed and the files are named properly
• Identify and record the external deadlines for proposals submission, follow up with responsible proposal preparers to make sure that proposals are submitted on time
• Make sure that every proposal has a responsible proposal preparer and business development representative to work with
• Prepare agendas and run proposals department meetings
• Monitor emails and proposals for new experts, partners, suppliers, logistics information and add their information to the relevant databases, update customers information
• Prepare and maintain an up-to-date database of projects references, CVs and pre-qualification documents (e.g. procedures, samples of reports etc.)
• Assist Proposal Manager in collecting reference letters and feedback from clients
• Fill out various forms requested by the clients
• Assist in registering the company on client’s procurement platforms and other platforms as requested
• Monitor and identify interesting opportunities published on tendering platforms
• Organize printing and submission of proposals that have to be submitted in hard copies
• Assist in proposals preparation by preparing non-technical documentation, searching for partners and experts, reviewing proposals for formatting and fulfilling other tasks as required

Basic requirements

We expect that a successful candidate will:

• have a bachelor’s degree in some field (not necessarily business administration);
• be fluent in written English (virtually all of our proposals and the requests we receive are in English);
• be able to understand our business processes and the services we provide;
• be comfortable using programs like Microsoft Word and Excel.

Traits

In addition to the basic requirements, we expect that a successful candidate:

• is attentive to details;
• has good comprehension skills – is able to read a document and understand (even if it’s not always very clearly or directly stated) or imagine what the writer wants or intends;
• is able to follow several open subjects simultaneously and know what happens in each;
• enjoys organizing and structuring everything around;
• enjoys collecting information and is sensitive in dealing with it;
• is comfortable to interact with people and enjoys helping them;
is comfortable producing work to a fixed schedule and following the instruction and procedures

Help us, and help yourself

These are some things we will use to try to identify good candidates. Maybe they can help you identify if this is the job for you

• Does it bother you when you receive a document with spelling errors, linguistic errors or poor formatting?
• Are you disappointed when something you have to submit doesn’t go out on time?
• Do you often have to ask questions to get people to give you the clarity or detail you want?
• Does it bother you that some information you have is incorrect and do you feel urge to fix it?
• Do you feel frustrated when some things are misplaced?
• Do you often question the information you receive and try to verify it before passing to others?
• Do you enjoy finding missing information and interacting with various people for this purpose?
• When you submit an application, offer, or proposal, whether it’s accepted or rejected, do you try to learn the reason?

Apply

To apply for this position please have a well-written cover letter and curriculum vitae attached to the form below.

There is a linguistic error in this ad. Can you find it? How long did you look? Please tell us in 'Your Message' Field in the form below.

A final note:

The best people in any position sometimes don’t fit the description we expect. If you think you would do well in this position, please write to us and tell us why even if you don’t fit the description we have imagined.