Proposal Manager

**1.1.** **Summary**:
Proposal Managers co-ordinate and produce the proposal (RFI, ITT, RFP etc.) response and work collaboratively with Bid Managers, Graphic Designers and the wider pursuit team to produce a response that is complete and compliant to the prospective client’s proposal requirements.

Proposal Managers play a crucial role in ensuring the successful submission of proposals by managing a wide range of tasks and responsibilities, under often tight deadlines. The ability of Proposal Managers to work effectively under pressure is crucial for submitting a winning proposal to the client

The role of a Proposal Manager demands a proactive approach, especially when dealing with significant Middle East opportunities. Supporting the MEA (Middle East and Africa) Bid Office and Sales Leads on high-to-medium complexity deals requires the Proposal Manager to:
1. **Be Proactive**: Anticipating potential challenges and opportunities early in the process. This involves staying informed about market trends, client needs, and competitor activities to provide insights that shape winning strategies.

2. **Strategic Involvement**: Collaborating closely with Sales Leads and the Bid Office to ensure alignment with the overall sales strategy and objectives for the region, particularly on large, complex deals that can be critical for business growth.

3. **Stakeholder Management**: Engaging with key internal and external stakeholders, from senior leadership to technical experts, ensuring their input is reflected in the proposal and that the team is aligned on the deal's strategic direction.

4. **Bid Coordination**: Managing the end-to-end bid process, ensuring that timelines are adhered to, deliverables are met, and all team members contribute effectively to proposals, particularly in time-sensitive and high-pressure situations.

5. **Region-Specific Knowledge**: Understanding the unique business, cultural, and regulatory environment of the Middle East, which is essential for tailoring proposals that resonate with clients in the region.

By playing a pivotal role in these areas, the Proposal Manager helps position the team for success in securing high-value, complex deals.

**1.2.** **Essential Job Functions**:
**1.** **Proposal Planning**
- **Analyse Tender Documentation**: Review and interpret the client's Request for Proposal (RFP) to determine the format, structure, and content requirements.
- **Create Responsibility Matrix**: Develop a clear matrix that outlines who is responsible for each section of the proposal, helping to organize the team's work and manage accountability.
- **Coordinate with Bid Manager**: Collaborate on setting proposal milestones and deadlines for drafts and final content submissions.
- **Response Templates**: Develop templates for each section of the proposal, ensuring they comply with the client’s format and enabling multiple authors to work simultaneously in SharePoint.
- **Template Customization**: Adjust headers, footers, and structure to align with client requirements and company branding.
- **Backup for Bid Manager**: Support the Bid Manager in setting permissions and organizing the folder structure on SharePoint for efficient document sharing and collaboration.
- **Comprehensive Proposal Planning**: From scratch, develop and execute a proposal response plan that includes creating the pursuit strategy tailored to specific opportunities.

**2.** **Proposal Development**
- **Communicate Requirements**: At the start of the project, provide clear instructions and deadlines to all contributors, possibly via a Writers’ Workshop.
- **Identify Missing Content**: Work with the Bid Manager to highlight any gaps in the content and ensure that all necessary information is collected.
- **Progress Updates**: Regularly report on the proposal’s progress and flag any issues that could impede completion, ensuring transparency and swift resolution of problems.

**3.** **Preparation for Delivery**
- **Finalization**: Upon the Bid Manager’s direction, lock down the proposal documents for final editing and formatting.
- **Proofreading and Editing**: Conduct thorough proofreading for spelling, grammar, and consistency.
- **Graphic Integration**: Update the final document with graphics and artwork created by the design team to ensure a visually compelling presentation.
- **Final Checks**: Add cross-references, figure captions, and ensure the overall document is free of unnecessary comments or tracked changes.
- **Brand Consistency**: Format the final document to match client specifications or company branding guidelines.
- **Document Production**: Prepare the final proposal in the required format (e.g., PDF, print, USB) and perform a final quality check with the Bid Manager and Sales Leader.
- **Upload and Handover**: Ensure the final deliverables are uploaded to the Final Response folder and officially handed over to the Bid Manager and Sales Leader.

**4.** **Close Down**
- **Archiving and Reusa