Bids Officer

Supervisor: Membership and Customer Care Manager

Work Station: Head Office Uganda

Job Purpose

To handle the entire bidding and tender process, making sure all proposals are accurate, submitted on time, and follow company and legal rules.

Key Performance Areas:

Duties and Responsibilities:

• Tender Sourcing & Review: Actively track and identify new tender opportunities. Carefully read client requirements to check if the company is eligible to bid.
• Bid Preparation & Submission: Write, compile, and organize all technical and financial documents needed for a complete, high-quality bid.
• Compliance Check: Ensure the company meets all legal, tax, and regulatory requirements (such as IRA guidelines or tax clearance certificates) before submitting a bid.
• Deadline & Timeline Control: Create timelines for each bid to ensure all internal reviews are completed and documents are submitted well before the deadline.
• Cross-Functional Collaboration: Work closely with the Sales, Underwriting, and Actuarial teams to get accurate pricing, policy benefits, and technical terms.
• Meetings: Attend pre-bid meetings and clarification sessions. Take clear notes and share key updates with management and additionally conduct Bid Review meetings with the concerned parties.
• Debriefs & Continuous Improvement: Analyze why bids were lost or won by requesting feedback from clients, using these insights to improve future proposals.
• Database Management: Maintain an up-to-date, secure digital registry of all company profiles, past bid documents, certificates, and performance records.
• Reporting: Prepare & submit weekly bid reports.
• Other Duties: Perform any other relevant tasks assigned by the supervisor.

Key Performance Measures

• On-Time Submission: 100% of tenders submitted before the official deadline.
• Zero Administrative Disqualifications: No bids rejected due to missing documents, signatures, or basic compliance errors.
• Bid Win/Shortlist Ratio: Meeting or exceeding the company’s target rate for shortlisted or won tenders.
• Data Retrieval Speed: Ability to quickly access and provide historical bidding data or standard company certificates when needed.

Level of Education, Skills & Experience

• University degree in Business Administration, Procurement, Insurance, or a related field.
• Minimum of 2 years of experience, with specific, proven knowledge of the corporate tendering and bidding process.
• Extreme precision when reading long legal/tender documents to avoid costly mistakes.
• Ability to handle intense pressure and tight deadlines without losing focus.
• Clear writing skills for professional proposals and strong verbal skills for client meetings.
• Integrity & Confidentiality: Absolute trustworthiness with sensitive pricing data, medical scheme benefits, and corporate strategies.

How To Apply

All suitably qualified and interested individuals should send their applications letters, CV's and academic documents (as one attachment) addressed to the Head of People and Culture, AAR General Insurance Uganda Limited to hr.recruitment@aar-insurance.com clearly stating the role applied for as the email subject