The Institute of Export and International Trade (IOE&IT) established over 85 years ago is a leading consultancy, membership and educational body for professionals and organisations engaged in international trade. IOE&IT supports UK businesses in growing their international markets and trade. We provide education and training to professionalise the UK's international traders. Post Brexit, these are exciting times in international trade and we're seeing sustained growth in the demand for our services - as a result, our team needs to grow too.
We're now recruiting a Bid Coordinator to help us win new tenders and more business. Role is remote / home based.
JOB BRIEF
The Bid Coordinator will support the Bids Team in the creation and preparation of bids and proposals, including Expressions of Interest, Statements of Qualifications and Capability, Pre-Qualification Questionnaires and Tenders, and Fee Proposals.
The Bid Co-ordinator will report to the Bids Manager and will take ownership of all incoming bid enquiries and notices. They will be responsible for the maintenance of all bid documentation and systems necessary to support the Bids Team along with fulfilling general administrative duties.
RESPONSIBILITIES
Market Scanning
- Searching available services for a range of tendering (RFP, Frameworks, Tenders, etc) opportunities using predefined criteria and work with internal / external partners.
- Review, identify and help produce a weekly and monthly report on bid opportunities that meet the bid criteria utilising the bid dashboard.
- Maintaining the bid dashboard of tenders allowing for future tendering opportunities and ensuring that IOE&IT resources are stood up and programmed to deliver a high-quality response, winning new contracts.
- Attend Early Market Engagement and Pre-qualification sessions organised by existing and potential clients
Tender Governance
- Completing all prequalification papers and ensuring compliance. Interacting with different IOE&IT departments to obtain relevant information to complete tender prequalifying requirements.
- Understand the rules for tendering, timescales and responsibilities.
- Ensure timely management of all tender activities
- Obtain feedback from all clients relating to both successful and unsuccessful bid submissions in order to improve future bids
Client and Third Party/External Partner Focus
- Engage with external partners and suppliers who are required to assist with the specific tender responses. Ensuring costing and legal information is gathered to ensure commercial visibility of tenders.
- Coordinating the external partners' responses/bid content to ensure they fulfil tender requirements and are returned within defined bid deadline timeframes.
Bid Due Diligence and Bid Preparation
- Working Within the IOE&IT Bidding Process
- Coordinating with different Subject Matter Experts (SMEs) for provision of inputs to bids.
- Supporting the delivery of the bid for the initial period to ensure response are in line with tender documents.
- Support during Bid/No Bid meetings where required, assisting with bid information and if necessary, taking minutes/actions
- Ensure any bid programme is agreed and in place in advance of any agreed tender submission. Take ownership of scheduling regular meetings to ensure all key stake holders are keeping to the programme. Identify potential issues early and escalate the situation to the Bid Manager.
- Support the Bid Manager in coordinating both the quality and pricing elements of bids
- Work with the Bid Team in the production of documents for bid and PQQ submissions
- Responsible for maintaining the IOE&IT Curriculum Vitae (CV) Database
- Responsible for maintaining Project/Assignment Summaries Database
DESIRED SKILLS AND EXPERIENCE
We are looking for an individual who is highly analytical, numerate and has a logical skill set, preferably from an applied sciences background. Accuracy and attention to detail is essential for this role.
The Bid Coordinator will be required to analyse a large amount of information from different procurement portals and be able to rapidly interpret this information and correctly match with IOE&IT capabilities for further consideration to pursue as a bidding opportunity.
Other key skills required are;
- High level of competency with Microsoft packages (Word, Excel, Outlook, PowerPoint, SharePoint) - A Must Have
- Keen eye for detail and production of high quality work
- An imaginative and innovative approach to design and bid submissions
- Must be a team player able to operate efficiently within a multi-disciplinary environment
- Extremely well organised and able to work to absolute deadlines planning work accordingly
- Good problem solving skills and a proactive and inquisitive mindset, with the ability to challenge and offer solutions
- Excellent communication skills
- Good planning and organisational skills with the ability to prioritise and manage your time effective. Should be able to demonstrate flexibility to meet the needs of the tender programme.
Click 'Apply now' and you'll be re-directed to our website where you can upload your CV to our recruitment system.