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Proposal Manager

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TERMS OF REFERENCE
Position:Proposal ManagerPlace of Performance Dubai, UAEContract Duration 4 – 6 weeks Starting Date ASAP
OVERVIEW OF CTG GLOBAL
CTG Global is a Human Resources Service Company specializing in Recruitment, Management Consultancy, Human Resources support services and Monitoring & Evaluation in post disaster and post conflict countries around the world.
CTG Global provides services to humanitarian organizations, government, non-governmental organizations, businesses, security companies and individuals that enables them to focus on their core business and the achievement of their objectives in hostile and threatening environments as we provide a safe and secure environment for them to do so and alleviate them of their risks, crisis and personnel management problems.
OVERVIEW OF THE POSITION
The Proposals Manager (PM) is responsible for responding to pre-qualification questionnaires, the writing and production of complete technical and price proposals. The technical solution includes the technical strategy; approach; methodology; project implementation programme and project risk register. The PM will ensure proposals are compliant; produced to a high standard; are competitively priced; and the overall proposed solution convinces the client to award the contract. They will also ensure that the proposed solution is robust and capable of being delivered by the Operations Team.
GENERAL FUNCTIONS
o Lead the response to clients Pre-Qualification Questionnaires (PQQs) and Expression of Interest (EOI) to ensure Hart is registered and invited to tender.
o Conduct an initial review of all Request for Proposals (RFPs) and Invitation to Tender (ITTs) to establish if it is within the business’s capability and interest to tender, highlighting any issues and proposed solutions to the Bid Director / Business Development Director. Take immediate action to register intention to bid; commence proposal planning and information gathering to ensure efficient and timely responses to meet proposal deadline.
o Lead proposal kick-off meeting with Bid Team ensuring all parties understand their roles and responsibilities; the timeline for inputs; and deadline for management reviews. Lead and produce all proposal writing, coordinate and drive the timeline for input from all parties.
o Take the lead on writing the detailed Technical Solution including the technical strategy; the approach; the methodology; the detailed project implementation plan; and risk register.
o Conduct research on proposal related costings and competitors, as required.
o Equipment/Services Procurement – Responsible for obtaining and analysing third party/external proposals/quotations. Work with the financial and pricing teams for pricing information. From time to time, provide research support in relation to competitive pricing or other financial matters which may improve the company’s chance of bid success.
o Responsible for ensuring the scope of services and the cost/prices are consistent for the services offered; are an accurate reflection of costs and required overhead recoveries; and presented in the format required by the client.
o Responsible for ensuring Bid Bonds; Power of Attorney; notorised/certified documents are obtained for tenders. Check to ensure required insurance cover is commensurate with Group insurance levels or additional insurance premiums are identified and included.
o Responsible for production, review and management approval of proposals using the Qorus bid tool.
o Responsible for the publication of complete proposals, including word processing, graphics, production of technical and financial proposal; working closely with providers for inputs.
o Responsible for final presentation of all proposals including checks for completeness; compliance; win themes/messaging; clarity; consistency; style and formatting; tables and graphics layout; extensive copy editing and proof reading required prior to timely submission.
o Lead proposal reviews with Management. The PM is responsible for ensuring correct sign off of all technical and financial proposals as per the Company’s Authority Level’s policy.
o Responsible for ensuring proposal submissions are delivered within the client set deadline (via courier; by hand delivery; by email or via client website) with proof of client receipt.
o Responsible for any E-tendering via clients E-Tender websites
o Take the lead in responding to client requests for clarification of proposal submission; and best and final offers; ensuring the same high level of due diligence in respect of technical and pricing proposals; back-up; internal Management approval; within client deadline.
o Produce client presentations and support material.
o Maintain Qorus Knowledge Store of standard information for inclusion in proposals including: company registration details; operating licences; insurances; audited financial accounts; brochures; case studies; company profiles; services descriptions; past contract performance; SOPs; QA/QC; HSSE; HR processes; CVs; image library; client specific proposal templates; client reference letters; equipment and system descriptions; presentations; etc.
o Maintain accurate record of status of proposals submitted and win/loss records on Qorus.
o At contract award take the lead in handing the contract and all supporting technical and cost/pricing information and project deliverables over to the Operations Team.
o Control the distribution of proposals and related documents considered company confidential documentation.
o Accompany the Management Team to visit potential clients and other international and national business travel as may be required to fulfil proposal requirements.
o Completes a debrief with the Business and Commercial Development teams to identify gaps and reasons for unsuccessful bids
o Any other duties as specified by the Bid Director.
JOB SPECIFIC TECHNICAL/FUNCTIONAL/PROFESSIONAL/COMPETENCIES:
o Requires the Proposal Manger to maintain strong working relationships with all levels of personnel at Hart in order to ensure accurate information provided in all proposals.
o Requires the ability to oversee the work of others, as well as managing expectations and driving work to completion within tight project deadlines.
o Requires a proactive ability to grasp complex concepts, collaborate with subject matter experts, and ultimately present solutions effectively in written and visual format.
ESSENTIAL EXPERIENCE
  • Experience reviewing and responding to formal ITT/RFP/RFI/PQQ/EOI.
  • Project management skills that include evaluating timelines and resources to deliver proposals on time.
  • The successful person has a proactive ability to grasp complex concepts, collaborate with subject matter experts, and present solutions effectively in written and visual format.
  • Three to five years professional work experience in a proposal writing environment.
  • Operational / Project Management experience in private security, risk management solutions.
  • Advanced knowledge of Excel, Word and basic PowerPoint skills
  • Experience with Proposal Management software – Microsoft Project to produce programmes
  • Experience of producing proposals using industry recognized proposal tools (Qorus, Xait Porter, Qvidian, PMAPS) training will be provided on companies Qorus bidding tool
  • Exceptional written and oral communication skills in English
  • The ability to work efficiently under stressful conditions with multiple and extremely tight deadlines and changing priorities to produce a high volume of high-quality material with meticulous attention to detail.
  • Flexibility and adaptability to work overtime, often with short notice, to meet deadlines – overtime is likely to include late nights, early mornings, weekends and holidays.
o Preferably already based in Dubai
Interested candidates should submit their CV along with their application letter via e-mail tocareers@ctgglobal.com with reference to “BHJOB2678_499” in the subject line. Short-listed candidates will be contacted for an interview.
How to apply:
Interested candidates should submit their CV along with their application letter via e-mail tocareers@ctgglobal.com with reference to “BHJOB2678_499” in the subject line. Short-listed candidates will be contacted for an interview.

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