Bids/Admin Officer

Purpose

To manage the end to end tender process, identify opportunities for submission of proposals, ensure high quality bids by coordinating with the internal team, drafting of tender content, manage timelines, participate in tender opening, ensure compliant of tender requirements and conduct risk assessments to secure new business contracts. Scheduling & coordination of meetings, provision of office support to both internal and external customers, handling communication with strict adherence of company regulations, handle company correspondence, carryout basic accounting for Admin department and maintaining contracts/licence renewal schedules.

Reporting: Reporting to the General Manager/Operations Director/Office Administrator

Relationships: External & Internal customers (clients & employees)

Location: Based at the Nairobi

Role summary

Review RFP/RFQ requirements and develop bid strategies including leading the full tender life cycle, Act as the central point of contact for marketing, sales, finance & legal teams to gather input for timely submission of tenders, draft & edit proposal documents, compliance with client management and maintain bid content.

Key responsibilities - bids

Bid Management: In charge of the full tender life cycle, reviewing RFP/RFQ requirements and developing bid strategies.

Create content, edit & Review: Draft, edit, and produce persuasive proposal documents, ensuring compliance with client requirements.

Risk & Contract Management: Ensure legal compliance, track, identify potential risks and manage commercial, technical aspects of the bids.

Coordinate & Collaborate with other departments: Coordinate, plan all client presentations required as part of bid submission and act as the central point of contact for sales, marketing, legal & finance teams to gather input and ensure timely submission of compliant & commercially sound bits.

Database Management: Maintain and update the bid content library e.g. case studies, CV’s for future use.

Research & Monitoring: Identify new business opportunities by monitoring tender portals and analyzing competitor activity. Participate in tender opening and any other duty that relates to procurement and supplies.

Key responsibilities - Admin

Office Support - Handling incoming mail, scanning, photocopying, filling, and managing office supplies.

Scheduling & coordination appointments - Managing calendars, scheduling meetings and organizing meetings and events.

Communication & calls - Answering, screening, and forwarding incoming calls, managing general email correspondence and taking messages.

Administrative Support - Sorting/distributing mail, scanning/filling documents, ordering office supplies, and assisting with clerical tasks.

Documentation and reporting - Generating reports, preparing documents, and transcribing meeting minutes. 

Customer Service - Directing clients and visitors at the reception area.

Qualification and Knowledge - O’ Level

- Bachelor’s degree in Business, Marketing or a related field

- Previous experience in a bid/proposal writing, sales, apprentice or administrative role.

- Proficiency with Microsoft Office Suite.

- Member of KISM/or CPSP -K

Skills

- Strong project management skills, with the ability to manage strict deadlines & high pressure situations

- Exceptional written and verbal communication skills for creating compelling proposals

- High attention to detail reviewing complex tender documents

Attributes

- Analytical thinking, Organized, Good communicator & Collaborator