Project Proposal Coordinator-

Brief Overview

Mind Base Education is seeking a Project Proposal Coordinator for its sister company Omni Virtu (Dubai, UAE), a UAE-based healthcare consultancy and solutions provider. Omni Virtu focuses on driving healthcare transformation through project development, proposal and grant writing, program implementation, and capacity building. The organization works closely with healthcare institutions, government entities, and strategic partners to enhance service quality, operational efficiency, and workforce capability through structured, evidence-based solutions.

As a Project Proposal Coordinator, you will be responsible for supporting the development, coordination, and submission of high-quality healthcare-related proposals, grants, and tenders. The role works closely with cross-functional teams including clinical experts, finance, operations, and program teams to ensure proposals are compliant, competitive, and aligned with organizational and donor requirements.

• Key Responsibilities (but not limited to)
• Coordinate the end-to-end proposal development process, including timelines, task tracking, and submission deadlines
• Manage and support the full tender/RFP (Request for Proposal) process from initiation to submission
• Collaborate with subject matter experts to gather technical inputs for healthcare programs (public health, clinical services, community health initiatives)
• Research funding opportunities from donors, governments, NGOs, and private sector partners
• Draft, edit, and format proposal documents ensuring clarity, accuracy, and compliance with RFP guidelines
• Support budget preparation in coordination with finance teams
• Ensure all proposals meet technical, financial, and legal compliance requirements
• Maintain proposal templates, documentation, and submission repositories
• Track proposal pipeline and prepare regular status and performance reports
• Assist in developing concept notes, expressions of interest (EOIs), and grant applications
• Coordinate internal review and approval processes prior to submission
• Support project coordination once proposals are approved, including planning, timelines, and deliverables
• Prepare project plans, meeting agendas, and minutes, ensuring proper documentation and follow-up
• Assist in allocation and tracking of project resources, including personnel and materials
• Conduct research and analysis to support proposal development and ensure alignment with UAE market context
• Develop innovative and competitive proposal content integrating digital solutions and best practices
• Create visually engaging PowerPoint presentations to support proposal narratives
• Ensure alignment of proposals with company branding and strategic messaging
• Engage with vendors and partners for proposal inputs, clarifications, and coordination when required
• Support ongoing communication with stakeholders and ensure proper documentation of all interactions
• Contribute to continuous improvement of proposal quality and submission processes
• Key Competencies
• Attention to detail and accuracy
• Strong coordination and project management skills
• Analytical and research capability
• Ability to work under tight deadlines
• Strong teamwork and stakeholder management skills
• Adaptability in a fast-paced environment

• Qualifications & Requirements
• Bachelor's degree in public health, Healthcare Administration, Business Administration, or related field (Master's preferred)
• 2–5 years of experience in proposal coordination, grant writing, or business development in the healthcare sector
• Strong understanding of healthcare systems and public health programs
• Experience with international donors (NGOs, UN agencies, government bodies) is an advantage
• Excellent written and verbal communication skills in English
• Strong organisational and multitasking abilities
• Proficiency in Microsoft Office (Word, Excel, PowerPoint); familiarity with proposal management tools is a plus