Be on Alert – Fraudulent Employment Offers. Learn More

Brussels, Brussels-Capital Region, Belgium
JOB #R2000474

Bid Coordinator

CF Next, formerly ICF Mostra, is one of the leading integrated communication agencies in Europe.

We are specialised in helping European institutions and other international organisations to raise awareness about their policies and actions and, engage with a variety of audiences. With the support of our global partner network, we can offer solutions for communication needs, in any medium and in any language, across the world.

We challenge ourselves and our clients to communicate to citizens and confront realities and tackle new challenges. Our 1,700+ deep bench of creatives, communicators, strategists, technologists, and data analysts are committed to helping organizations to meet barriers head-on. To find real value – sooner. And to create lasting change that leaves them better prepared to face the future. Check us out at!

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 of market/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


Working at ICF

Working at ICF means applying a passion for meaningful work with intellectual rigor to help solve the leading issues of our day. Smart, compassionate, innovative, committed, ICF employees tackle unprecedented challenges to benefit people, businesses, and governments around the globe. We believe in collaboration, mutual respect, open communication, and opportunity for growth. If you’re seeking to make a difference in the world, visit to find your next career. ICF—together for tomorrow.

Brussels, Belgium (BE75)

Who is ICF?

A consulting services company of over 5,000 experts across 67 countries, but not your typical consultants

More jobs you might like

Jan 21, 2020
Birmingham, United Kingdom
Dec 5, 2019
Leeds, United Kingdom
See All Jobs