Overview
Proposal Coordinator serves as a hub for enabling the new progam development team to reach its full potential in pursuit of Jhpiego’s mission. The position provides backstopping support to Proposal Managers in both leads development and proposal management stages, coondination on agreements and contracts with CMCD and RA, and provides research and operational support to the New Program Development Team (NPD). This position provides support in proposal planning, development, submission and post-award activities for all donors. The Coordinator will search for new program opportunities, conduct weekly reporting, run reports for the leadership team, and maintain the proposal database for the team.
Responsibilities:
Remain up to date on organzational policies and preferred contractual language and communicate to NPD team as relevant Backstop for proposal managers, collating and sending feedback to donors on behalf of reviewers Act as NPD team liaison, commuincationg donor feedback, questions timeline and project details to contract reviewers Review award and teaming agreements ensuring all comments raised during contractual negotiations have been addressed and that all doucments are properly formatted prior to routing for approval Track contract packages through Docuvantage, following up with assigned approvers to ensure timely execution of all contractual documents. Request internal document number and contract reviewer upon receipt of each contractual agreement Route finalized contractual agreements, cover letters, and all documents requiring signature to the appropriate signatory Liaise with sponsored contracts coordinators to maintain accurate and up to date linkages between proposal and award database Monitor business development and donor websites for new program opportunites Read Solicitation documents and synthesize information into a solicitation alert/FYI for distributing to key programmatic and technical staff. Support NPD staff in conducting research and analysis of donor information, potential partners and competitors, and understanding in-country context, such as potential donors and partners Assist in maintaining business intelligence and donor accounts, including managing passwords for donor portals and working with DevEx to keep staff access current Disseminate monthly NPD pipeline report to key Jhpiego staff to ensure that it accurately reflects NPD pipeline Assist Proposal Managers with leads development research as needed Act as team liaison with IT to communicate team needs and relay system changes as they occur Format, edit and/or draft documents and reports including generating graphs and tables for presentations, prepare bi-weekly proposal tracker reports, quarterly department reports for leadership team, and semi-annual and annual reports, including the department Measurements of Success bi-annual report Draft cover letters for concept notes or proposals and secure necessary approvals and/or signatures Route supporting documents for signature including letters of support, cover letters and additional due diligence documents as needed Monitor departmental proposal inbox, forwarding all correspondence to the appropriate recipient and maintaining electronic filing Liaise with the Publications department to coordinate formatting and editing of proposal documents Assist with additional proposal development tasks as needed
Qualifications:
BA with 3+ years administrative experience Strong interpersonal communication skills and a real team player Works well under pressure Understanding of administrative processes and approaches Strong organizational, presentation and verbal and written communications skills Demonstrated ability to work in fast-paced, complex environment with multiple tasks and short deadlines Proficiency in MS Office Proficiency in Microsoft Excel, and a basic knowledge of data management and statistics Ability to understand and manage various software and databases Ability to manage knowledge management data with limited oversight Aware of and sensitive to working in multiple socio-economic settings and with multi-cultural groups in a developing country environment Strong decision making skills and results-oriented approach Ability to interact skillfully and diplomatically with numerous counterparts, both domestically and internationally Comfortable with a team approach to programming
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