Bid Coordinator

Description

GIBB is a multi-award winning partner of choice for, the private sector, state owned enterprises and governments. We have the proven experience, talent, and expertise to respond to the numerous infrastructures demands and needs of the continent. The Transportation Sector is busy with a number of large and exciting projects and is looking for talented individuals. If you would like to make a difference in people’s lives, and become an expert in your field, please apply for the challenging roles we have available.

This Sector is looking for a talented professional to complement their team, in the form of a Bid Coordinator.

We welcome your application if you meet the requirements, listed below, for this position.

The below listed responsibilities and requirements is assessed during the interview stages and will further be confirmed with the relevant professional references that you currently are or have reported to in your previously two positions.

Core Purpose of the Role:

The Bid Coordinator supports the effective coordination and management of bids across the GIBB Group, from opportunity identification through to final submission. The role is responsible for coordinating bid requirements, timelines, documentation, compliance and stakeholder inputs to ensure that submissions are accurate, complete, professionally presented and delivered within the required timeframe. Reporting to the Bid Office Lead, the role supports bids across the GIBB Group and works with Business Development, Business Unit Leads, MSCs, Marketing, project teams and other internal stakeholders to coordinate multidisciplinary bids across the organisation. The role will also support bid opportunity searches and monitoring, bid/procurement portal activities, bid tracking, document preparation and continuous improvement within the Bid Management function.

ROLES AND RESPONSIBILITIES

Bid Opportunity Search and Monitoring

• Support the identification and monitoring of relevant bid and tender opportunities across approved tender portals, client websites and procurement platforms.
• Conduct regular searches for opportunities aligned to GIBB's sectors, capabilities and areas of operation.
• Monitor opportunities for new, amended and cancelled tenders and maintain accurate opportunity information.
• Capture and maintain key tender information, including client, scope, closing dates and requirements.
• Download and maintain tender documentation and supporting information.
• Escalate potentially relevant opportunities to the Bid Office Lead for review.

Bid Coordination and Submission Management

• Coordinate assigned bids from receipt of tender documentation through to final submission.
• Review tender, RFQ and RFP documentation and identify key requirements, deliverables, returnables and deadlines.
• Develop and maintain bid action lists, timelines and submission programmes.
• Coordinate technical, commercial, company and administrative inputs from relevant stakeholders.
• Monitor progress, follow up outstanding inputs and escalate delays or risks.
• Coordinate internal reviews, amendments and finalisation of submissions.
• Coordinate electronic and physical submission requirements and maintain submission records.
• Bid Compliance and Quality Assurance
• Review bid documentation against mandatory requirements and submission conditions.
• Maintain compliance checklists and monitor outstanding requirements.
• Check submissions for completeness, accuracy, consistency and professional presentation.
• Identify and escalate compliance gaps, risks or inconsistencies.
• Assist with final bid quality checks prior to submission.
• Bid Documentation and Presentation
• Prepare, format and compile professional bid documentation, including methodologies, CVs, project sheets, schedules, presentations and supporting documentation.
• Apply approved templates and document standards to ensure consistency and professional presentation.
• Assist with the layout and presentation of tables, diagrams, process flows, organograms and other visual bid content.
• Work with Marketing where specialist design, branding or communication support is required.

Bid Information, Tracking and Process Improvement

• Maintain accurate and up-to-date bid trackers, action logs, compliance records and submission information.
• Maintain organised electronic bid files and document control.
• Provide accurate bid information to support Bid Office tracking and reporting.
• Assist with maintaining bid templates, checklists and standard documentation.
• Identify opportunities to improve bid coordination, document quality, tracking and overall Bid Management processes.
• Participate in bid debriefs and lessons-learned activities.

Requirements

QUALIFICATION AND EXPERIENCE:

• Diploma or Bachelor’s Degree in Supply Chain Management, Logistics, Procurement, Business Administration, Commerce or a related field.
• Relevant qualification combined with appropriate bid, or procurement experience will be considered.
• Additional tender, procurement or supply chain training/certification will be advantageous.
• Training or demonstrated capability in document design, visual communication or presentation design will be advantageous.

CORE COMPETENCIES:

• Bid and tender coordination
• Strong planning, organisation and attention to detail.
• Stakeholder coordination and follow-up.
• Ability to manage multiple priorities and strict deadlines.
• Bid compliance and document quality control.
• Strong written and verbal communication.
• Professional document preparation and visual presentation.
• Ability to identify gaps, inconsistencies and potential risks.
• Proactive problem-solving and strong follow-through.
• Microsoft Office proficiency, particularly Word, Excel and PowerPoint.

ADDITIONAL COMPETENCIES:

• Bid and proposal preparation.
• Bid portal and opportunity search capability.
• Document design and visual communication.
• Document control and information management.
• Process improvement.
• Ability to work independently and as part of a multidisciplinary team.