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Proposal Manager

Why Kaizen?

The Kaizen Company is a small-business with big ideas, powered by a flexible corporate structure that encourages innovation. Every day we constructively challenge the development mold, and sometimes we break it with new and intelligent solutions! Our work has earned us Inc. 5000 Fastest Growing Companies and Fast Company’s World Changing Ideas Award. Kaizen was also named USAID’s Small Business of the Year for 2017. If you’re a passionate, innovative, and skilled professional, consider joining us on this exciting journey of growth and impact.  We are looking for a USAID-experienced Proposal Manager, with a collaborative spirit and a keen eye for detail to share Kaizen’s vision for impact with clients in a practical way.

The Proposal Manager will lead the proposal process and support Business Development efforts to get our ideas into action. S/he will be responsible for ensuring the development and delivery of compliant, compelling proposals. Experience working with a USAID implementing partner or USAID is required


  • Collaborates with the Technical Lead, Technical Directors and External Consultants where applicable to form the Proposal Development Team;
  • Responsible for managing the full-cycle proposal process, applying the Shipley Proposal method to ensure submission of high quality, compliant and competitive proposals while ensuring strict adherence to deadlines;
  • Leads the proposal kick-off process to include; designing the proposal calendar, aligning internal resources (in collaboration with the BD Director), organizing, and leading the kick-off meeting;
  • Serves as the primary POC across the proposal team, facilitating teaming, staffing, technical, and pricing strategy discussions, communicating compliance requirements, and sharing updates, and amendments with the proposal team;
  • Develops a detailed cost and technical compliance matrix for each proposal; responsible for ensuring all final proposals meet compliance guidelines and remain responsive to the solicitation requirements; Maintains overall quality assurance and control of the cost and technical volumes;
  • Develops the technical and cost volume outlines, writing assignments, and layout and style protocols, in close collaboration with the Proposal Czar; Responsible for collecting and submitting proposal team questions;
  • Assists with facilitating strategy sessions to discuss the proposal design; Manages the logistics coordination of color team reviews in collaboration with the Proposal Coordinator.
  • Reviews technical and cost volumes including annexes, assists with section writing, copy-editing, and formatting as needed;
  • Oversees proposal development consultants to include but not limited to; developing proposal consultant SOWs, overseeing the quality and timeliness of deliverables, and invoice approvals;
  • Collaborates with the Recruiter to monitor proposal recruitment and assist as needed to ensure that all proposal associated recruitment documents (CVs, LOCs, Biodata, etc) are compliant, and finalized;
  • Responsible for holding regular check-ins with the proposal team to ensure adherence to the proposal schedule and flag any resourcing, compliance or other issues as needed to the Business Development Director;
  • Leads the final formatting, review, and compliance checks for proposals before submission.
  • Maintain internal trackers, databases related to proposal development (Proposal Consultant List, Preferred Vendor lists, etc);
  • Responsible for overseeing Proposal Knowledge Management processes to include but not limited to, storing all final submissions, and proposal documents in the internal shared drive, and the Kaizen BD Wiki page;
  • Responsible for maintaining proactive involvement within the international development industry and proposal management profession to stay abreast of the latest developments, innovations, and best practices;
  • Other duties as assigned;


  • Demonstrated experience reviewing solicitation documents for compliance requirements; Must have a keen eye for detail;
  • A can-do attitude with the flexibility to work in a fast-paced, deadline driven environment with different personality types;
  • Excellent written and oral communication skills;
  • Excellent command of Microsoft Word, Excel, and Powerpoint applications;
  • Bachelor’s degree required;
  • Minimum of three (3) years of professional experience in the international development sector; (2) years of recent proposal management experience with USAID, international development implementing partner, or an NGO; (1) year of supervisory experience (including but not limited to mentoring, training, and guiding staff);



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