Asia Proposal and Program Coordinator

Job ID 668

Program / Project Support Remote, United States


Description

Heifer International is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

Function:

Due to the increased role of area teams in business development, the Proposal and Program Coordinator will provide quality assurance and capacity support for grants at the Asia level. This position will make tools for proposal coordination available to the Asia area team for proposals that are within the regional thresholds for proposal development and submission. The Coordinator will liaise with various other departments at Headquarters and affiliates on proposal and budget development, and proposal-related legal issues, including for proposals that are above the regional thresholds. This position supports the Asia Programs and country teams in ensuring quality proposal design in an efficient and effective manner.

Character Traits:

Detail-oriented, Organized, Energetic, Positive, Collaborative, Values-Led, Results-Oriented, Good Team Player, Passionate

RESPONSIBILITIES & DELIVERABLES:

A. Proposal Development Coordination (40%)
  • Assist country offices to maintain Asia project proposal tracking in PFID
  • Complete documented coordination of concept notes and proposal design and submissions
  • Ensure documentation is entered in global systems as required
  • Work collaboratively with the Asia area team while integrating with other appropriate HQ and field teams, proposal design hub, finance department, human resources, legal for pre-teaming and teaming agreements, risk management and assurance, and relevant technical staff
  • Provide tools and templates for calendaring and logistics work to the Asia area and field teams in the proposal development and reporting process
  • Support the approval processes for all projects in the Asia portfolio including management of required documentation (internal approval documents, pre-award number requests, legal agreements, etc.) using the different procedures and tools of Heifer (PFID, Laserfiche, etc.), and ensure that all data are available and accurate
  • Ensure that proposal packages align with donors’ guidelines, in coordination with the Asia team
B. Proposal/Program Compliance (20%)
  • Ensure that concept notes and funding proposals align closely with organizational strategies and methodologies, and MEL frameworks
  • Ensure that all concept notes and proposals comply with funder requirements
  • Ensure compliance of concept notes and proposals with regional and signature program strategic visions
  • Coordinate with and provide training and updates to field teams on program and proposal design
  • Schedule appointments and conference calls as requested
C. Establish and manage Program documentation, reports, and database systems (15%)
  • Support various research studies such as competitor/collaborator analysis, analysis of donor and industry trends, to inform capture and proposal development
  • Provide relevant materials to support intelligence gathering, resource identification, and/or industry metrics, standards, or methodologies
  • Review and provide feedback on the new project pipeline report produced by the PFID team as needed
D. Project management (20%)
  • Serve as a contract specialist for the team, reviewing legal documents from the field and coordinating with HQ Legal department for document review/approval
  • Ensure that awarded projects are in the Heifer system and handed over to field teams for implementation
  • Ensure compliance with Heifer and donor program and project guidelines and standards
  • Ensure timely communication with Signature Program offices, various HQ units, and stakeholders
  • Share and document best practices and learnings across Signature Program offices, area program and other Heifer departments
E. May perform other job-related duties as assigned (5%)
  • Provide support to the Sr. VP of Programs, Director of Programs and Senior Director of Business Development as needed

Minimum Requirements:

  • Bachelor’s degree plus 2 to 3 years’ experience working in business development

Preferred Requirements:

  • Demonstrated experience with proposal coordination and meeting facilitation for teams, winning large-scale project proposals
  • Demonstrated knowledge of major funders such as major institutions, tier one foundations, government agencies, and non-traditional funders
  • Familiarity with project management

Most Critical Proficiencies:

  • Strong English language skills, both oral and verbal
  • Project or proposal management experience
  • Knowledge of the non-profit sector with awareness of the context in which non-profit organizations operate
  • Excellent analytical and writing skills
  • Familiarity with and experience in responding to Requests for Applications/Proposals (RFA/RFP), Call for Proposals, Indefinite Quantity Contracts and Task Orders
  • Computer proficient in word processing, spreadsheets, presentation tools, electronic mail and Internet (Microsoft preferred)

Essential Job Functions and Physical Demands:

  • Ability to establish priorities in a time sensitive environment and meet deadlines
  • Committed to learn Heifer’s values-based holistic community development model, Theory of Change, Cornerstones, and other Heifer established systems
  • Ability to cooperate effectively and harmoniously with all stakeholders including different departments/leadership within Heifer, project partners and other organizations
  • Effectively employ face-to-face, telephone, Zoom, email and other electronic communication with internal and external colleagues
  • Excellent interpersonal skills and ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people
  • Willingness to work with a flexible schedule and outside of normal business hours
  • Ability and willingness to travel extensively, both domestically and internationally
  • Working with sensitive information and maintaining confidentiality at all times

Salary Information:

Starting salary for this position is $51k USD annually. Salary will be commensurate with experience and competency.

**Disclaimer: Salary for this position is based on U.S. labor market and salary scale.”

WHAT WE OFFER:

Heifer International offers a variety of benefits for U.S.-based employees working 30 or more hours per week.

  • Health and wellness benefits including Flexible Spending Account and/or Health Saving Account
  • Employee assistance program
  • 403(b) retirement plan (match 1% employee to 2% employer up to a maximum of 4% match + 3% employer discretionary contribution regardless of employee contribution)
  • 22 vacation days in addition to 12 statutory and discretionary holidays, and 10 sick days per year
  • Employer-paid life insurance and accidental death & dismemberment (AD&D)
  • Professional development and annual merit increase opportunities
  • Optional critical illness insurance, legal assistance plan and pet protection
  • And more!