Bid Analyst

Introduction

The Bid Analyst is responsible for the end-to-end coordination and production of compliant, commercially sound, and competitive tender/RFQ/RFP submissions for Bottomline IT and Gole. The role ensures bid governance, document control, pricing coordination, and submission excellence, working across Sales, Technology, Product Design & Delivery, Service Delivery & Support, Finance, and Legal/Compliance to support revenue growth and strategic market expansion.

Duties & Responsibilities

• Manage the full tender process from opportunity identification through submission, clarifications, and outcome tracking.

• Facilitate Go/No-Go decision-making aligned to strategy, capability, risk appetite, and commercial viability.

• Develop and manage bid plans (timelines, milestones, responsibilities, review gates), ensuring strict deadline adherence.

• Maintain a bid register and tracking dashboard covering pipeline, due dates, status, and outcomes.

• Ensure submissions comply with relevant procurement frameworks and tender governance requirements (where applicable), including PFMA, MFMA and PPPFA requirements.

• Verify mandatory returnables and ensure completeness/validity, including (where applicable) CSD, tax compliance, B-BBEE, CIDB and standard bid declarations.

• Manage document control and version governance to reduce disqualification risk and ensure audit-ready records.

• Coordinate commercial/legal risk review prior to submission and escalate red flags to the Head of Sales.

• Coordinate pricing inputs from internal stakeholders and partners (product teams, sales, distributors, OEMs, finance) and validate against bid requirements.

• Ensure internal approvals are obtained for margin, profitability, and key commercial assumptions prior to submission.

• Maintain controlled pricing artefacts (rate cards, BOMs, licensing schedules, cloud consumption estimates) aligned to each bid.

• Compile, edit, and structure bid responses to present a clear customer value proposition and coherent technical and commercial narrative.

• Maintain and continuously improve proposal templates and reusable content (case studies, CVs, references, standard answers).

• Perform QA reviews (compliance, coherence, formatting, grammar) to produce professional, submission-ready bid packs.

• Liaise with OEMs/partners to secure letters of authorisation/support and back-to-back pricing where required.

• Drive stakeholder accountability across Sales, PreSales, Technology, Product Design & Delivery, Service Delivery & Support, Finance, and Legal/Compliance to meet bid deadlines.

• Coordinate compulsory briefing sessions and clarification queries; capture and distribute briefing notes and actions.

• Coordinate post-submission clarifications, presentations, and BAFO requests.

• Conduct win/loss and lessons-learned reviews to improve future submissions, cycle time, and bid quality.

• Ensure effective post-award handover into delivery teams with clear scope, assumptions, SLAs, and commercials.

Desired Experience,Qualification and Skills

• Bachelor’s Degree (or Diploma with strong relevant experience) in Commerce, Business Management, Compliance, Administration, or related field.

• 3–8 years’ experience in bids/tenders/proposals (ICT / managed services / infrastructure / professional services preferred).

• Advantageous: exposure to South African public sector tender submissions and SCM environments.

Skills and Competencies

• Strong understanding of tender document structures and evaluation methodologies (e.g., 80/20 and 90/10 scoring models).

• Advanced MS Office (especially Word formatting and Excel modelling) and strong document governance/version control discipline.

• High attention to detail with disciplined compliance checking and submission readiness validation.

• Ability to translate technical inputs into structured, customer-focused proposal content.

• Commercial awareness: pricing structures, margin concepts, and contractual sensitivity.

• Strong stakeholder coordination and deadline management in a high-pressure environment.

Behavioural Requirements

• Deadline-driven, calm under pressure, and assertive in stakeholder coordination.

• Professional discretion with confidential commercial and contractual information.

• Proactive ownership and follow-through with a strong internal customer service mindset.

• Risk-aware, analytical, and commercially astute decision-making.

Performance Indicators

• On-time submission rate: % of bids submitted on/before deadline (target ≥95%).

• Bid submission accuracy rate: error-free packs with correct mandatory documentation and schedules (target ≥98% compliance).

• Win ratio: qualified bid win rate tracked and improved quarter-on-quarter.

• Bid cycle efficiency: reduction in average bid turnaround time through stronger bid planning and reusable content.

• Knowledge management: bid library completeness and reuse rate increases quarter-on-quarter.

Post-award handover effectiveness: completeness and clarity of handover packs to delivery teams.

Working Conditions

• Office-based in Johannesburg with occasional attendance at briefing sessions, stakeholder meetings, and submissions as required.

• May be required to work extended hours during tender submission periods to meet non-negotiable deadlines.