Role title: Bid and Admin Officer
Location: Nairobi
Job Description
Difbac is a leading
provider of business solutions for governments across Eastern and
Southern Africa regions. We are expanding our business to include
the private sector.
We are thus looking for individuals who are both hard-working and innovative with a unique talents and skills to fill our ranks.
Difbac Limited is
seeking a Bid and admin Officer to support the growth of the
bidding team. This Bid Officer role will be responsible for
supporting bids from pre-positioning, through to the conclusion of
contract negotiations, including leading on the compliance
and administrative elements of these bids, provision of advice,
guidance, bid coordination, and relationship management of
consultants and externals. The role includes managing the data for
projects and team members within their remit and carrying out research
activities relevant to the market if required.
The role divides into
two main streams of work: team responsibility and bidding. The team
support work stream will involve the day to day duties (not exhaustive):
Responsibilities
∙ Undertaking cross
company project related activities to agreed timetables. ∙ Managing
own work effectively and providing support to colleagues as required
∙ Provide quality
assurance checks and reviews by reviewing proposals and other
tender documents before submission for colleagues as requested
The bidding work stream
will involve the below duties (not exhaustive):
∙ Supporting
various EOIs and Tenders, ensuring they are properly administrated,
compliant with the client’s requirements and within Difbac’s own
systems and processes, providing high-quality, consistent
support
∙ Provide support
for multiple large, complex or strategic priority projects, with
involvement from go/no-go decision through to contract negotiations
and review
∙ Undertake procurement
searches to identify project opportunities for the company.
∙ Provide
administration support on large complex projects for expressions of interests
and tenders for a variety of organizations including parastatals and
NGOs (e.g. DFID, EU, World Bank, UN, ADB etc.). This will include
sourcing and tailoring relevant capacity statements, formatting
& tailoring of CVs, searching & tailoring project references and
completed supplier specific forms as required by the client
concerned.
∙ Develop and
manage the bid timetable, managing inputs and suppliers as appropriate
to ensure all key milestones are met
∙ Collaborate
closely at all stages of the bid management process with the Project
Manager, ensure close collaboration with different departments/teams
as appropriate (i.e. Legal, HR, Operations, and Finance) ensuring they are
kept up to date at each stage of bid development
Qualifications
∙ Ensure that
tenders are compliant with donor requirements and are in line with
those guidelines / policies set out by the central teams
In order to be selected
for interview, candidates will need to demonstrate the below
essential skills, knowledge and experiences at shortlisting
stage:
∙ Evidence of
excellent organization & administrative skills with stringent attention to
detail, and strong time management / prioritization skills.
∙ Previous
experience dealing with high volume of work and data in a
pressurized environment
∙ Ability to work
under pressure, managing multiple challenging deadlines in a
busy environment, remaining calm and composed in potentially
stressful situations
∙ Pro-active &
flexible approach to work: ability to work on own initiative
∙ Numerical
confidence, with the ability to analyze budgets, excellent financial
and commercial acumen
∙ MS Office,
particularly advanced levels of Word, Excel and PowerPoint
∙ Written skills
including ability to summarize and synthesize complex documents
and information, high standard of both written and spoken
English
∙ Editing and
proof-reading skills & high level of accuracy
∙ Professional with
strong communication skills with the ability to deal with people at
all levels
∙ Ability to work
effectively as part of a team
Desirable but not
essential:
∙ Education to
degree level
∙ Knowledge and
experience of the international development business ∙ Fluency in a
language in addition to English
How to apply
If you feel you meet the
essential criteria above, we would really like to hear from
you. Please apply through sending your CV and Cover letter to hr@difbac.co.ke by 23rd May
2020 at 23.59pm).
