Description

The Senior RFP Specialist leads the planning, coordination, development, quality assurance, and completion of assigned proposals after an approved RFP intake is received. Based in Manila, the role translates solicitation requirements into a compliant workplan, coordinates inputs from the Content and Knowledge Analyst and subject matter experts, consolidates and drafts the response, and manages the proposal through quality review and readiness for SME and Leadership approval. Business Development retains responsibility for opportunity identification, the bid or no-bid decision, final submission, confirmation, and award-status tracking. The Senior RFP Specialist serves as the central process owner for each assigned response, ensuring submissions are complete, accurate, consistent, on brand, and delivered on time.

Key Responsibilities

RFP Intake and Planning

• Receive approved RFP intake from Business Development and confirm scope, deadlines, submission requirements, and responsible stakeholders.
• Review solicitation documents and amendments to identify mandatory requirements, evaluation criteria, risks, dependencies, and areas requiring clarification.
• Create and maintain a detailed compliance matrix that maps every requirement to the appropriate proposal section, owner, source, and completion status.
• Develop the proposal workplan, internal calendar, review milestones, and deliverables required to meet the submission deadline.
• Identify required SMEs and assign clear, targeted information requests with due dates and response expectations.

Proposal Development and Coordination

• Partner with the Content & Knowledge Analyst to obtain relevant approved content, research, supporting materials, and newly developed narrative.
• Coordinate with SMEs and program leaders to collect program details, outcomes data, technical responses, and content approvals.
• Monitor deliverables, follow up on overdue inputs, resolve gaps, and escalate schedule or content risks promptly.
• Consolidate all inputs into a single, coherent proposal and draft or refine narrative to align with the solicitation, win themes, and Clarvida’s voice.
• Maintain version control and a clear audit trail of requirements, source content, stakeholder feedback, decisions, and approvals.

Compliance, Quality, and Approval

• Conduct structured compliance, formatting, and quality reviews before routing the proposal for full-response review.
• Verify that all mandatory requirements, attachments, certifications, forms, page limits, and formatting standards are satisfied.
• Check the response for clarity, consistency, accuracy, evidence, evaluator usability, and alignment across sections.
• Determine whether the proposal is complete and ready for SME review; coordinate rework when quality or completeness criteria are not met.
• Route the completed response for SME sign-off and Leadership review, incorporate approved changes, and confirm final submission readiness.

Submission Support and Continuous Improvement

• Coordinate with Business Development on final files, required approvals, submission instructions, authorized portal access, and handoff for proposal submission; confirm that submission evidence and the final package are retained.
• Support post-submission clarifications, interviews, presentations, best-and-final offers, revisions, and resubmissions in coordination with Business Development, while maintaining visibility of proposal status, risks, and required next actions.
• Partner with the Content & Knowledge Analyst to capture lessons learned and ensure the final approved proposal and reusable content are stored in the AI-enabled knowledge repository.
• Track proposal milestones, cycle times, compliance results, rework, and stakeholder responsiveness to identify process improvements.
• Contribute to templates, standards, playbooks, and governance that improve proposal quality, consistency, efficiency, and scalability.

Key Working Relationships

• SMEs/ Growth Team: Receives approved intake and coordinates final submission handoff and status updates.
• Content & Knowledge Analyst: Partners on research, content development, reusable assets, lessons learned, and repository updates.
• SMEs / Program Leaders: Obtains program information, validates outcomes data, reviews technical responses, and secures content accuracy approval.
• Leadership: Supports review, approval, escalation, and final decision-making.

Required Qualifications

• Bachelor’s degree in business, communications, English, marketing, public administration, healthcare administration, or a related field; equivalent relevant experience may be considered.
• At least five years of experience in proposal development, RFP response management, technical writing, bid management, or related discipline.
• Demonstrated experience managing complex, deadline-driven proposals involving multiple contributors and approval levels.
• Strong writing, editing, proofreading, document organization, and requirements-analysis skills.
• Advanced proficiency in Microsoft Word and working proficiency in Excel, PowerPoint, SharePoint, Teams, and collaborative document workflows, including experience managing long-form documents, complex attachments, multiple review cycles, and strict submission requirements.
• Ability to work independently with U.S.-based business, program, and executive stakeholders across time zones and maintain meaningful overlap with U.S. business hours.

Preferred Qualifications

• Experience with healthcare, behavioral health, human services, government, or other highly regulated procurements.
• Familiarity with proposal automation, AI-assisted content tools, content libraries, knowledge repository governance, and workflow platforms such as Monday.com, Smartsheet or comparable systems.
• Professional certification such as APMP Foundation or higher.

Decision Authority

The Senior RFP Specialist manages the proposal process, assesses completeness and submission readiness, and escalates unresolved risks. Final authority remains with the appropriate business and functional owners for bid or no-bid decisions, service-delivery feasibility, pricing and financial commitments, clinical and technical accuracy, staffing and implementation commitments, legal and compliance positions, final proposal approval, and submission authorization.

Core Competencies

• Proposal planning and end-to-end ownership
• Compliance and requirements management
• Business and technical writing
• Quality assurance and attention to detail
• Stakeholder coordination and influence
• Prioritization, risk management, and escalation
• Sound judgment, accountability, and continuous improvement

Measures of Success

• On-time completion of proposal milestones and submission-ready packages
• Full compliance with solicitation requirements and internal quality standards
• Reduced late-stage rework, missed requirements, and approval delays
• Clear ownership, timely escalation, and effective stakeholder coordination
• Consistent capture and reuse of approved content and lessons learned