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