Bid Support Coordinator

Overview of position

The Bid Support Coordinator plays a central role in strengthening CTG’s commercial pipeline by ensuring bid submissions are well-coordinated, research-informed, and delivered on time. Based in Cape Town, this role bridges internal teams, subcontractors and consultants, and the wider business development function — tracking opportunities, gathering inputs, managing stakeholder engagement, and developing selected sections of proposals as needed to support competitive proposal submissions. The role combines operational coordination with qualitative input development, and is suited to a highly organised, deadline-driven individual who thrives in a fast-paced procurement environment. Success in this role is measured by improved bid clarity, compliance scores and contribution to higher bid win rates.stakeholder engagement, and developing selected sections of proposals as needed to support competitive proposal submissions. The role combines operational coordination with qualitative input development, and is suited to a highly organised, deadline-driven individual who thrives in a fast-paced procurement environment. Success in this role is measured by improved bid clarity, compliance scores abd contributrion to higher bid win rates.

Role objectives

• Support the Bid Manager and Business Development Manager in the coordination of bid submissions from initiation to submission, tracking deadlines and ensuring all required inputs are received on time from internal teams, subcontractors, and partner organisations.
• Manage stakeholder inputs across subcontractors, in-country teams, technical leads, and other departments, chasing inputs proactively and escalating delays to the Bid Manager where necessary.
• Conduct portal scans of supplier and client portals (e.g. Devex, UNGM, GIZ Vergabemarktplatz, IADB and others) to identify new opportunities, monitor active tenders, and ensure the Business Development Manager is informed of potentially interesting opportunities for CTG.
• Support lead capture activities, logging new opportunities in the CRM, maintaining accurate records of tender status, outcome, and lessons learned.
• Carry out competitor research and market intelligence to inform bid strategy decisions.
• Provide recruitment support for bids requiring named personnel, including drafting vacancy adverts, coordinating CV collection with the HR team, developing candidate shortlists for the Business Development Manager, communicating with candidates and supporting the interview process as needed.
• Assist in the preparation and formatting of bid documents, compliance matrices, and submission checklists to ensure proposals meet client requirements and are submitted on time.
• Support the BD Manager with administrative and coordination tasks including scheduling meetings, preparing agendas, and maintaining shared bid files and document libraries.
• Work closely with bid managers and technical leads to ensure edits strengthen, rather than alter, the intended messaging and strategy

Project reporting

This role reports to the Business Development Manager.

Key competencies:

Coordination and stakeholder management: Keeps oversight of multiple requests for information simultaneously, chasing inputs from subcontractors and internal teams without losing track of deadlines or dependencies.

Research and intelligence: Proactively scans portals, tracks competitors, and synthesises market information to help CTG identify and respond to the right opportunities.

Detail orientation: Methodical and accurate in maintaining trackers, pipeline records, and bid files, even under time pressure.

Commercial awareness: Understands the procurement environment well enough to prioritise opportunities, flag risks, and support a competitive bid response.

Deadline discipline: Prioritises effectively across concurrent bids and workstreams, escalating issues early and maintaining momentum to the submission wire.

Required Competencies

• University degree in Business Administration, International Development, Communications, or a closely related field.
• Excellent written English (UK), with the ability to draft clear, professional communications for internal and external stakeholders.
• Proven ability to manage multiple concurrent workstreams, stakeholders, and competing deadlines without losing accuracy or momentum.
• Strong organisational skills and attention to detail, with the ability to maintain accurate pipeline trackers, bid logs, and document libraries across concurrent submissions.
• Proficiency in MS Office (Word, Excel, PowerPoint), with strong document formatting skills.

Desirable Competencies:

• Experience in bid coordination, proposal support, or business development administration within international development, humanitarian, or professional services sectors.
• Familiarity with procurement and tender portals (e.g. Devex, UNGM, GIZ Vergabemarktplatz, IADB) and confidence navigating supplier registration and opportunity tracking systems.
• Experience supporting recruitment for bid submissions, including drafting adverts, coordinating CVs, building candidate shortlists, and managing candidate communications through the selection process.
• Experience using a CRM or BD pipeline tracking tool.
• Exposure to competitor research, market mapping, or business intelligence activities in a BD or commercial context.

Team management

This role has no team management responsibilities.

Further information

Qualified female candidates are encouraged to apply for this role.

https://app.tayohr.io/jobs/detail/vac-54751-bid-support-coordinator-53470

Tagged as: Agriculture, Food Security and Livelihoods