Proposal Specialist

  • Entry-level, Full-time staff position
  • Posted on 2 July 2019

Job Description

  • Works within corporate proposal processes, systems, tools, and contributes to best practices
  • Provides input for document design while ensuring Request for Proposal (RFP) instructions pertaining to format, fonts, page limits, etc. are being followed along with internal branding guidelines
  • Creates and updates graphics including: organizational charts, maps, flow charts, infographics, and matrices
  • Copy edits proposal content throughout various proposal stages
  • Performs final electronic layout and formatting as well as production of hard copies as required
  • Coordinates with partners to request and collect capabilities statements, PPRs, CVs, project descriptions, or other narratives to respond to proposal requirements
  • Proactively conducts quality assurance/quality control on proposal through strong grammatical review and editing skills and attention to consistency, tone, style, and detail
  • Ensures that all proposal narratives include win themes, uses clear and concise language, and flows well
  • Uses strong interpersonal, organizational, and time management skills to juggle multiple tasks with differing deadlines to consistently produce a professional document
  • Ensures promptness and compliance of proposals by creating and managing proposal calendars, compliance checklists, compliance matrices, trackers, etc.
  • Oversees collection and completion of all proposal components (technical, cost, management, annexes) working in collaboration with Programs and Operations teams, as well as partners. This includes:
    • Works with the technical lead to make sure all the sections of the proposal have an assigned writer.
    • Drafts job descriptions for key and non-key personnel
    • Oversees the collection of all staffing documents (biodata forms, salary verifications, education verifications, references, home of record, etc.) by the Talent Acquisition contact to be included in the proposal
  • Maintains collaborative proposal workspace for all proposal documents and files all pieces of the proposal
  • Prepares and sends out technical and cost proposal packages to partners and ensures timely submissions from partners for proposals
  • Leads the creation and maintenance of high-quality institutional proposal material and develops certain pieces of the proposal, including institutional capabilities and experience, staffing, organizational chart, past performance information, STTA matrix, etc.
  • Supports Cost and Pricing to ensure the cost proposal meets all solicitation requirements and that partner budgets are delivered on time and at agreed upon ceiling
  • Ensures communication among all parties throughout the proposal process
  • Collects all the comments from the reviewers and combines them into one document for the technical lead and the rest of the proposal team to make appropriate changes; manages version control for all proposal pieces
  • Identifies bottlenecks in the process escalating accordingly to higher level, as necessary, to ensure timetable and deliverables remain on track
  • Serves as a Proposal Manager as needed and leads selected QED’s proposal development to meet the Company’s strategic objectives and annual new business goals
  • Other related duties as assigned


  • Bachelor’s degree in Communication, Business, International Relations or related field
  • Minimum three to six years of related experience
  • Excellent interpersonal skills, a sense of humor, and the ability to handle multiple tasks simultaneously
  • Specialized training or certification in Business Development, Proposal Management, and/or equivalent experience is desired
    • Substantive knowledge of USAID, FAR/AIDAR, and public procurement environment as well as substantial knowledge of foreign assistance and other grant funding requirements is desired
    • Strong time management and organizational skills; excellent English language writing and communication skills
    • Proficiency with Salesforce, Excel, Word, Adobe and other relevant applications

About the Organization

QED is a global consulting firm with more than 20 years of experience providing data-driven and insightful solutions in more than 90 countries. We are passionate about transforming lives through knowledge-based solutions. Leveraging deep expertise in monitoring, evaluation, global health, and learning, we help our clients collect, analyze, visualize, and ultimately use data in more effective ways. Our work maximizes results through the use of cutting edge technologies and innovation, organizational development, and evidence-based decision-making.

The Proposal Specialist will work within the business development team to support the preparation and submission of proposals and presentations, and participating in production, writing, and editing. S/he will have primary responsibility for delivery of compliant and highly competitive submissions to a variety of donors across technical areas.

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