Bid Administrator Job Description - Oxford Policy Management

Bid Administrator07/03/2011Oxford Policy ManagementJOB DESCRIPTIONResponsible to:Mainaccountabilities:Bid Co-ordinatorBID ADMINISTRATOR• To support the planning, organisation and monitoring of all aspects of thepreparation of bids from Expression of Interest preparation to the start ofcontract negotiations.• To carry out related research activities:ooPersonnel and company searchesMarket and project related intelligenceSpecificresponsibilities:• As required undertake procurement activities to identify projectopportunities for the company.• Ensure that all EOIs / Tenders are properly administrated by the BidTeam• Prepare and regularly update the bid preparation work plan.• Prepare Expressions of Interest for different donors (e.g. Department forInternational Development, European Commission, World Bank) includingcapacity statements, CVs and specific forms as required by the clientconcerned. Commission material on the technical approach from the BidDirector or others as appropriate.• Support the appropriate consultants in building a team of staff, partnersand external consultants for each project being bid for.• Accompany the consultant on site visits as necessary• Undertake background research, document search and data collection forany bids relevant to the Company’s business• Prepare OPM documentation (CVs, capability statements, projectabstracts) and draft sections of the tender where appropriate• Collaborate closely at all stages of the bid management process with theConsultant and other members of the programme administration team,and service leaders as required.• Provide support to the Consultant in developing the project budgets andensure that all budgets are passed to the Project Finance Manager forconsultation and review.• Assist in reviewing and signing-off proposals and other tenderdocuments.• Oversee proposal document production and dispatch to meet the delivery1

Bid Administrator07/03/2011deadline.• Provide support to the Consultant during post-proposal stages of thebidding and provide full hand-over to the appropriate projectadministrator.Qualifications &Experience• Education to degree level in a subject relevant to OPM’s work would bepreferable• Good administrative skills with experience of previous working experience• Familiarity of Microsoft Office• Research skills desirable• Knowledge and experience of the international development businesswould be desirable• Good numeric skills including familiarity with basic financial documents(e.g. timesheets; budgets)• Written skills including ability to summarise complex documents• High standard of both spoken and written English• Editing and proof-reading skills• High level of accuracy• Good communication skills with the ability to deal with people at all levels• Good organisational skills with ability to use own initiative• Flexibility to cope with several jobs simultaneously to agreed deadlines• Ability to work effectively as part of a team• Professional2