ICF Consulting Group, Inc. Bid Coordinator in Belgium


SCM Division Bid Coordinator

Who we are

ICF (NASDAQ:ICFI) provides professional services and technology solutions that deliver beneficial impact in areas critical to the world's future. ICF is fluent in the language of change, whether driven by markets, technology, or policy. Since 1969, we have combined a passion for our work with deep industry expertise to tackle our clients' most important challenges. We partner with clients around the globeadvising, executing, innovatingto help them define and achieve success. Our more than 5,000 employees serve government and commercial clients from more than 70 offices worldwide. ICF's website is www.icf.com at http://www.icf.com/ .

Who were looking for:

Bid Coordinators provide support in the development of truly exceptional bid and proposal responses. Our Bid Coordinators provide proposal administration support on large projects. ICF has developed policies and procedures to support teams in the development of the bids and our Bid Coordinators are process experts they help Bid Managers to get the best result possible for each opportunity.

What you ll get to do:

Specific tasks per tender:

  • Read, understand and identify key requirements within the Terms of Reference for each proposal and define the key responses to the Exclusion & Selection Criteria together with the Bid Manager,

  • Under the supervision of the Bid Manager, setting up the content plan for the folders related to Exclusion & Selection Criteria (aka Administrative Folder)

  • Establish an electronic file structure for the proposal in accordance with team protocols,

  • Identify re-use material, CVs, references and supporting technical documentation and use them in the Adminstrative Folder,

  • Liaise with respective departments (i.e. Finance, Human resources,) to get information/ check compliance with Exclusion and Selection Criteria,

  • Coordinate compliance requirements for proposal responses such as signatures, supporting corporate documentation, policies, authorisations, as part of the Exclusion & Selection Criteria,

  • Coordinate with consortia members/ subcontractors to request, receive and integrate data required to complete Administrative Folder,

  • Print, bind and deliver (when necessary) bid and proposal documentation under the supervision of the Bid Manager,

  • For the Administrative Folder,format proposal documents in accordance with client instructions or corporate branding guidelines and coordinate graphic design activities as necessary,

General tasks for tenders:

  • Support proposal development using processes and tools available from the E&A or Corporate toolkits,

  • Maintain knowledge portals in accordance with BD best practices, including maintenance of file directories after submissions, and an accurate library of submission documentation.

  • Managing and updating of the database of track records (official project references), drafting track records, and coordinating client certificates for the Administrative Folder,

  • Compiling basic information for call out boxes for the Award Criteria Folder and keeping a database of it,

General tasks for the Unit:

  • Coordinating the maintenance of BDU equipment (ie printers, inks etc)

  • Management of tender material stocks (folders, papers etc)

  • Management of hard copy submitted proposals library & ensuring digitalization of the library,

  • Support the SCM SAM Administrator in keeping records in accordance with company policies and processes,

  • Organisation of weekly BDU meeting & drafting meeting minutes & dissemination,

  • Participation to weekly PM meeting & drafting meeting minutes & dissemination,

  • Daily monitoring of the TED and other public procurement platforms and obtaining necessary documentation if applicable and if necessary,

  • Regular update ofmarket/forecast/won-lost records, and competitors market share records;

  • Regular update of external experts/ consultants availability schedules and administrative files (ie CV, MoU etc),

  • Develop tools and techniques to facilitate the production of proposals

Process related responsibilities:

  • Perform any other reasonable tasks in the context of the team s goals as directed from time to time,

  • Plan, prioritise, communicate and manage workload efficiently and effectively,

  • Encourage using of the ICF Business Development process, procedures and tools in an adaptive way to support business winning,

  • Adhere to all ICF corporate policies and procedures

What you ll need to succeed:

Competencies / Skills:

  • Accuracy and attention to detail

  • Ability to adjust actions in response to changes in priorities

  • Capability to make decisions and have an awareness of the impact of those decisions on other stakeholders

  • Ability to apply logic and reasoning to solve complex problems, identify potential issues and make recommendations for resolution

  • Diplomatic and well developed interpersonal skills

  • Flexibility and willingness to provide support when it is required

  • Resilience and ability to work within short timescales

  • Have a curiosity and willing to learn

  • Be a team player within a multinational work group

  • Able to work in a multi-stakeholder environment

  • Goal oriented and able to manage own time

  • Proactive approach to delivering non-fee earning projects

  • Possess advanced MS Office skills, DTP skills advantageous


  • Minimum 1-3 years professional experience, ideally within consulting and/or B2G (public sector) firm(s),

  • Experience writing short texts, and or reviewing texts for completeness and accuracy,

  • Degree qualified in a communications discipline preferred,

  • Fluent in English and French. Knowledge or fluency in another European language advantageous,

  • Ability to work in a project-driven environment,

  • Ability to communicate at varying levels within the organisation,

  • Ability to manage large, multi-volume documentation,

  • Excellent knowledge of MS Office Suit,

  • Working knowledge with DTP software and or graphic development a significant advantage,

  • APMP Foundation Level Certification preferred.


Location: Belgium

Requisition ID: 1800000732