Proposal Coordinator – Americas

Job ID 814

Business Development / Fundraising Remote, United States   Mexico, Honduras, Haiti, Guatemala, Ecuador


Position: Proposal Coordinator – Americas
This position could be located in any country of Americas Region: Mexico, Ecuador, Haiti, Honduras, Guatemala and United States. 


The Proposal Coordinator – Americas will be an integral part of the New Business Development team in the Americas Region and will provide hands-on coordination capacity and design support for new funding opportunities.  This position will work in partnership will Heifer´s Americas region country offices and HQ-based teams in support of proposal development (Including technical proposal and budgets/cost proposals). This role will also support day-to-day operations of the New Business Development - Americas team working under the direction of the Managing Director, New Business Development - Americas

The Proposal Coordinator – Americas will provide direct support to the Managing Director - Americas and Senior Director – New Business Development to strengthen internal design process management for new opportunities, and drive revenue generation from institutional donors. This will include providing logistics, management, and administrative assistance to the New Business Development - Americas team.

The Proposal Coordinator - Americas will act with an emphasis on assisting with proposal team selection, calendar development and active management, coordinating internal review processes, database entry and tracking, and assisting with hiring consultants, and other actions to support smallholder farmers to reach a living income. The Proposal Coordinator - Americas will also liaise with U.S.-based support staff to enhance communication and facilitate signature program operations.  


Proposal Coordination and Support

  • Assist country offices to maintain Americas project proposal tracking in Heifer’s database systems.
  • Work in collaboration with Americas New Business Development team and country offices, finance departments, and other HQ teams to coordinate development and design of new opportunities including for contracts, concept notes and proposals.
  • Create tools and templates for calendaring and logistics to coordinate and organize the work of the Americas area and field teams in proposal development
  • Support the approval process for all proposals in the Americas Portfolio including management of all relevant documentation.
  • Support processes to hire consultants needed for proposal development including drafting terms of references and assisting with the contracting process.
  • Support documentation processes necessary for new business development including Memorandums of Understanding (MOUs), Contracts, Grant Agreements, Teaming Agreements, and other documentation processes, as necessary.
  • Provide administrative support to Managing Director and Senior Director including contract management, meetings, and travel arrangements, including support in processing of expense reports.
Establish and manage documentation, reports, and database systems
  • Schedule, coordinate agendas, capture meeting minutes for relevant meetings as assigned
  • Develop and maintain shared folders and systems used for business development in the Americas.
  • Closely coordinate with HQ in reviewing / producing communication (country fact sheets), updating websites and the Heifer intranet, and legal documents (such as Teaming Agreements and Memorandum of Understanding)
  • Support preparation and implementation of various research studies such as competitors / collaboration analysis, analysis of donors and industry trends to inform capture and proposal development
  • Review and provide feedback on the new project pipeline report produced by PFID when needed, including updating key budget and other opportunity-specific information
  • Review and provide feedback on the new project pipeline report produced by PFID when needed, including updating key budget and other opportunity-specific information
  • Provide and/or assist with training, coaching, and mentoring to field teams on the use of database systems and best practices for proposal design process management.
May perform other job-related duties as assigned

Minimum Requirements:

  • Excellent interpersonal communication skills, both verbal and written.
  • Minimum University bachelor’s degree in international cooperation, business administration, agriculture, environment, or related field.
  • At least 5 years of direct experience in proposal design management.
  • At least 3 years coordinating teams and facilitating meetings in English and Spanish.
  • Bilingual (English / Spanish) - Fluency in Spanish with demonstrated strong writing and oral presentation skills in English and Spanish.
  • Experience coaching and mentoring virtual teams
  • Ability to travel to locations where Heifer operates in the U.S. and internationally

Most Critical Proficiencies:

  • Highly organized and confident in helping to organize the work of teams.
  • Highly proficient in Office 365, Zoom, Teams and other software as needed.
  • Demonstrate understanding of Heifer’s core mission and values and the global context in which we operate
  • Strong English and Spanish skills, both oral and written.
  • Project and Proposal management.
  • Knowledge of non–profit sectors.
  • Familiarity with and experience in responding to requests for application proposals.
  • Computer proficient.
  • Positive attitude and ability to persist through challenges.