A1 Continental Ltd is seeking a proactive and organised Procurement and Proposal Officer to support the company's procurement activities, client quotations, commercial proposals, tenders and business development processes.

The successful candidate will be responsible for identifying suitable suppliers and service providers, obtaining and comparing quotations, preparing costings, assisting with tender submissions, preparing professional client proposals and ensuring that procurement and proposal processes are completed accurately and within established deadlines.

The position will work closely with management, operations, HR, recruitment, finance and clients to ensure that our proposals are commercially viable, competitive and aligned with the company's operational capabilities.

KEY RESPONSIBILITIES

Procurement

Identify and source suitable suppliers, contractors and service providers according to company requirements.

Request quotations and negotiate pricing, delivery terms, payment terms and other commercial conditions.

Compare supplier quotations and prepare clear comparison sheets for management review.

Maintain an updated database of suppliers, service providers and subcontractors.

Monitor supplier performance, pricing and availability.

Assist in negotiating improved commercial terms with suppliers.

Ensure purchases and procurement activities are properly documented and authorised.

Follow up on outstanding quotations, purchase orders and deliveries.

Monitor lead times and identify potential delays that may affect company operations or client commitments.

Develop and maintain good professional relationships with suppliers and service providers.

Research alternative suppliers where better pricing, quality or availability may be available.

Client Quotations & Costing

Prepare quotations for existing and prospective clients.

Obtain the necessary cost information from HR, recruitment, operations, procurement and finance.

Calculate labour, staffing, equipment, materials, transport and other operational costs where applicable.

Prepare detailed costing sheets to establish the company's cost base and expected margin.

Ensure that VAT and other applicable charges are correctly reflected in quotations.

Prepare pricing options where clients request different staffing levels, services or contract durations.

Review existing contracts and quotations to identify opportunities for improved pricing or cost efficiency.

Ensure that quotations are professionally presented and submitted within the required deadline.

Proposal Preparation

Prepare professional commercial proposals for our clients.

Develop proposals for manpower outsourcing, temporary staffing, recruitment support, cleaning, housekeeping, labour supply and other services offered by the company.

Gather relevant information from internal departments to ensure that proposals accurately reflect the company's operational capabilities.

Prepare company profiles, service descriptions, staffing plans, pricing schedules and commercial terms.

Adapt proposals according to individual client requirements.

Ensure that proposals clearly explain the scope of services, staffing requirements, pricing and contractual conditions.

Coordinate the preparation of supporting documents required for proposals.

Maintain a library of standard proposal templates and company documents.

Continuously improve proposal presentation and structure.

Tenders & Procurement Opportunities

Monitor public and private procurement opportunities relevant to our company.

Review tender documentation and identify key requirements, deadlines and submission conditions.

Prepare internal tender checklists and coordinate the collection of required documentation.

Work with management and relevant departments to determine whether we should participate in a tender.

Prepare tender pricing and supporting commercial documentation.

Coordinate with HR/recruitment and operations to establish whether the required workforce can be supplied.

Ensure that tender submissions are complete, accurate and submitted before the applicable deadline.

Maintain a calendar of tender deadlines and proposal submissions.

Keep records of submitted tenders, quotations, outcomes and client feedback.

Supplier & Market Research

Research the market for new suppliers, contractors and service providers.

Identify potential suppliers locally and internationally where relevant.

Monitor market pricing for labour-related services, equipment, consumables and other operational requirements.

Research competitors and market conditions for the purpose of preparing commercially appropriate proposals.

Identify opportunities to reduce procurement costs without compromising service quality.

Maintain up-to-date information on supplier pricing and availability.

Internal Coordination

The Procurement & Proposal Officer will work closely with:

Management

Obtain approval for pricing, margins and commercial terms.

Present procurement comparisons and proposal recommendations.

Report on tender and quotation opportunities.

HR & Recruitment

Establish availability and cost of workers.

Confirm recruitment requirements and staffing capacity.

Obtain information regarding employee-related costs where necessary.

Operations

Confirm staffing levels, working hours, equipment and operational requirements.

Establish the practical resources required to deliver a contract.

Ensure that proposals are operationally achievable.

Finance

Obtain relevant cost information.

Ensure that pricing and VAT treatment are correctly reflected.

Assist with profitability and margin calculations.

Clients

Clarify requirements.

Respond to quotation and proposal requests.

Follow up on submitted proposals.

Maintain professional communication throughout the commercial process.

Contract & Documentation Support

Assist in preparing commercial schedules and service agreements.

Review client requirements and ensure that quotations and proposals correspond with the agreed scope.

Maintain organised records of quotations, proposals, tenders and supplier documentation.

Ensure that relevant documentation is filed and easily accessible.

Monitor important dates such as quotation validity, contract commencement, renewal and tender deadlines.

Assist management with contract renewal proposals and revised pricing.

Commercial Analysis

Prepare cost and profitability calculations for new business opportunities.

Analyse labour costs, supplier costs and other direct expenses.

Calculate gross margins on proposed contracts.

Compare actual costs against quoted costs where information is available.

Identify areas where the company can improve profitability or reduce unnecessary expenditure.

Prepare simple management reports covering quotations, tenders, procurement and business opportunities.

Business Development Support

Although the primary focus of the role is procurement and proposals, the officer will also support our business development activities.

Responsibilities may include:

Researching potential clients and commercial opportunities.

Assisting with preparation of presentations and company profiles.

Preparing introductory proposals for prospective clients.

Following up on submitted quotations and proposals.

Maintaining a database of prospective clients and business opportunities.

Assisting management in developing new service offerings.

Identifying opportunities where outsourcing and staffing services may be suitable.

Administrative Responsibilities

Maintain accurate procurement and proposal records.

Maintain supplier and client databases.

Maintain quotation and tender tracking spreadsheets.

Prepare regular reports for management.

Ensure all documents are professionally formatted and accurately completed.

Manage multiple deadlines simultaneously.

Perform general administrative duties related to procurement, proposals and commercial operations.

REQUIRED SKILLS & QUALIFICATIONS

The ideal candidate should have:

Previous experience in procurement, tendering, quotations, proposals, purchasing, administration, business development or a related commercial role.

Strong written and verbal communication skills.

Strong organisational and time-management abilities.

Good numerical and analytical skills.

Good knowledge of Microsoft Office, particularly Excel and Word.

Ability to prepare professional quotations and commercial documents.

Ability to analyse and compare supplier quotations.

Strong attention to detail.

Ability to work independently and meet deadlines.

Good negotiation and communication skills.

Ability to manage confidential commercial information.

Professional approach when dealing with clients and suppliers.

A qualification or experience in procurement, business administration, management, finance, logistics, business development or a related field will be considered an asset.

DESIRABLE EXPERIENCE

Experience in one or more of the following sectors would be advantageous:

Manpower outsourcing

Recruitment

Facilities management

Cleaning and housekeeping

Hospitality

Construction

Logistics

Procurement

Contract management

Tender preparation

Business-to-business services

Experience working with Malta-based companies and clients will be considered an advantage.

PERSONAL ATTRIBUTES

The successful candidate should be:

Highly organised

Commercially minded

Proactive

Reliable

Detail-oriented

Confident when communicating with clients and suppliers

Comfortable negotiating prices and commercial terms

Able to work under pressure

Able to manage several projects simultaneously

A team player

Able to take initiative and identify opportunities independently

Discreet when handling confidential company and client information

KEY PERFORMANCE INDICATORS

Performance may be assessed based on:

Number and value of quotations and proposals prepared.

Timely submission of tenders and proposals.

Accuracy of costings and quotations.

Procurement savings achieved.

Supplier response and negotiation effectiveness.

Number of new business opportunities identified.

Conversion of proposals into new contracts.

Gross margins achieved on new contracts.

Accuracy and organisation of procurement records.

Client and supplier communication.

Compliance with internal approval procedures and deadlines.

WORKING RELATIONSHIPS

The position will have regular interaction with:

Managing Director / Directors

HR Department

Recruitment Team

Operations Department

Finance Department

Existing and prospective clients

Suppliers and subcontractors

External service providers

Public and private procurement entities

CONFIDENTIALITY

The Procurement & Proposal Officer will have access to confidential commercial information, including supplier pricing, client rates, employee costs, profit margins, tenders, proposals and contractual information.

The employee is expected to maintain strict confidentiality and use such information only for legitimate company purposes.

OVERALL OBJECTIVE

The overall objective of the position is to ensure that our company obtains competitive procurement terms and produces accurate, professional and commercially viable proposals that support the company's growth and profitability.

The successful candidate will play an important role in connecting procurement, costing, operations and business development, ensuring that opportunities presented to clients can be delivered effectively and profitably.

Procurement Proposal Officer

Job Description