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Over the past 80 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC’s mission is to help people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. The International Rescue Committee UK is part of the IRC global network, which has its headquarters in New York and London. The IRC is on the ground in more than 40 countries, providing emergency relief and rebuilding lives in the wake of disaster. Through 28 regional offices in cities across the United States, the IRC also helps refugees resettle in the US and become self-sufficient. The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.
The Awards Management Unit (AMU)
Established in January 2016, the Awards Management Unit (AMU) is a global unit spanning New York, Washington DC, London, Nairobi and Amman. It has responsibility for identifying, securing and managing all funding from statutory donors. The Unit is organized into five directorates: Donor Relations & Analytics; Grants Management & Frameworks; Compliance and Policy; Business Development; and Training.
The AMU is a bridge between donors and the field: providing expert technical advice to the field, while maintaining portfolio-level visibility to ensure consistency and compliance, and manage risk. This unit ensures that donor compliance policies and procedures are implemented consistently, and supports all staff working across the grants management cycle for all restricted funding from global government sources. The unit operates within a matrix management system across the teams in the US and the UK, driving functional integration between all relevant units and staff, in collaboration with the Vice President of the AMU and the Senior Vice President for Europe in relation to overarching issues with European donors. The matrix management structure ensures that AMU staff support the Europe strategy and work towards the pursuit of new opportunities, while IRC UK maintains accountability for European funding.
The Purpose of the Role
The Program Development pillar of the AMU is responsible for all the IRC’s business development from statutory / governmental sources. The pillar is currently undergoing a restructure, which will result in a considerable expansion.
This role serves a dual purpose, regional support to IPD’s work, as well as support to US Programs’ work. The even split is envisaged on a yearly cycle, with approx. 6 months USP (February to July), the remainder of the year to IPD.
The IRC is one of the leading providers of high quality programming for refugees resettling to the United States. The mission of the IRC’s US Programs (USP) Department is to create opportunities for refugees to survive and thrive in America. In 27 cities across the country, USP offers support in areas ranging from health and education to advocacy and legal services. The Program Development Advisor will support the work of USP field offices by helping develop high quality, competitive proposals in response to strategic funding opportunities with a range of public donors.
The second purpose of the role is to manage support to IRC’s regions and country offices in program development and proposal work. This includes, but is not limited to:
- Relationship management with regional units and country offices
- Program and business development support
- Proposal quality assurance
- Proposal in-depth support
- Proposal leadership, i.e. leading the proposal development process, including partner management where needed
- Proposal writing and editing (as necessary, and of a non-technical nature)
- Grant contract and partnership review and negotiation
Scope and Authority
Authority: the post-holder is expected to demonstrate initiative, make decisions and provide support and advice autonomously but in line with parameters laid out by the Director of Program Development and Deputy Director of the Regional Section. The post holder will manage proposal quality assurance, in depth support and bid leadership for a particular region; including program advisor and be accountable for the outputs and outcomes of the team.
KEY ACCOUNTABLITIES AND MAJOR RESPONSIBILITIES
- General (approx. 10% of time)
- Represent IRC/participate in donor/NGO events and provide feedback to relevant staff
- Develop / support the design of business development plans and strategy
- Liaise with other IRC departments and teams
- Participate in/deliver sessions for regional and TU workshops
- Accountable for providing business development and/or donor specific perspective as appropriate to other IRC units/initiatives
- Oversee development of standard guidance for staff working on proposals, including but not only overview sheets on donor rules and preference and standard language for proposals
- Manage a pipeline of upcoming opportunities and circulate to key IPD/TU staff
- Ensure upcoming regional donor engagement opportunities are identified and assessed
- Accountable for providing business development and/or donor-specific perspective as appropriate to other IRC units/initiatives
- Accountable for developing standard guidance for staff working on proposals pertaining to their regions
- Liaise with other IRC units and departments
IPD Proposals: Quality Assurance (approx. 15% of time)
- Interpretation of donor solicitations, rules and regulations
- Review final proposal before submission
- Review of budgets for the region; both for donor responsiveness and matching to technical narrative
- Ensure proposals are submitted
- Review and negotiation of contracts and agreements for the region
IPD Proposals: In-Depth Support (approx. 15% of time)
- Interpretation of donor solicitations, rules and regulations
- Ensure resources for proposal development are identified (lead writer, TAs, budget development, recruitment)
- Support with appropriate/competitive teaming arrangements
- Ensure multiple proposal reviews are conducted
- Consolidate technical inputs in case of multi-country/sector work
- Write, and edit non-technical sections of proposals when these form important part of evaluation criteria/are non-standard
- Review of budgets; both for donor responsiveness and matching to technical narrative
- Review and negotiation of contracts and agreements
- Ensure proposals are submitted
IPD Proposals: Proposal Leadership (approx. 15% of time)
- Task can include any of the below, but would not entail all tasks for any proposal.
- Interpret donor solicitations, rules, and regulations as part of the proposal development process
- Identifying resources for proposal development (lead writer, Technical Advisors, budget development, recruitment, etc.)
- Identify appropriate/competitive teaming arrangements and facilitate negotiations
- Conduct (multiple) reviews of proposal
- Consolidate technical input in case of multi-country/sector work
- Write non-technical sections (e.g. management and past performance sections) when these form important part of evaluation criteria/are non-standard
- Support budget preparation when the budget is an important part of the overall competitive strategy to ensure the budget matched the solicitation and donor expectations
- Review budget for donor responsiveness and match to technical narrative
- Edit full technical proposal and budget narrative for coherence, length, uniformity, and responsiveness to solicitation
- Work with recruiters to identify key personnel, and tailor CVs
- Manage coordination, communication and inputs from subs
- Coordinate multi-country proposal efforts
- Submit proposal
- Review and negotiate donor contracts and agreements
USP Proposals: Proposal Leadership (approx. 45% of time)
- Provide project management support of the proposal cycle for selected high value, strategically important, multi-site, and new site opportunities, including
- Interpret donor solicitations, rules, and regulations as part of the proposal development process
- Identifying resources for proposal development (lead writer, Technical Advisors, budget development, etc.)
- Convene proposal development meetings
- Conduct (multiple) reviews of proposal
- Consolidate technical input in case of multi-office/sector work
- Write non-technical sections (e.g. management and past performance sections) when these form important part of evaluation criteria/are non-standard
- Support budget preparation when the budget is an important part of the overall competitive strategy to ensure the budget matched the solicitation and donor expectations
- Review of budgets for USP field offices; both for donor responsiveness and matching to technical narrative
- Edit full technical proposal and budget narrative for coherence, length, uniformity, and responsiveness to solicitation
- Coordinate multi-office proposal efforts
- Ensure proposals are submitted
- Conduct prospecting research for selected program areas.
PERSON SPECIFICATION
Essential:
Skills, Knowledge and Qualifications:
- Degree (minimum BA) or equivalent experience in a field relevant to IRC’s work;
- Excellent communication and interpersonal skills, including the ability to effectively manage a variety of relationships in a multicultural environment;
- Demonstrated ability to collaborate equally effectively with colleagues in ‘remote’ and diverse teams, including as team leader for proposals;
- The ability to work productively and accurately while under pressure in a fast-paced, demanding environment;
- Flexible work attitude: the ability to work in a team environment and independently and ability to meet unexpected demands;
- Ability to multi-task and prioritize effectively;
- Ability to travel internationally and domestically; (up to 20% of time)
- Ability to work autonomously and under remote management.
Experience:
- Significant experience in developing and managing project concepts and funding proposals for humanitarian / development work (for international NGO’s) from governmental / statutory donors – including from (some of) DFID, US Government (USAID, OFDA, BPRM, DHHS, etc.), EU institutions (ECHO, DG Devco, others), Sida, SDC, Irish Aid, etc.;
- Experience of working in development and/or humanitarian contexts, preferably for an INGO or international organization (e.g. UN, major donor), preferably with some time spent in the field;
- Experience in proposal budgeting;
- Experience in building partnerships for development and humanitarian funding as well as negotiation of programmatic and financial contractual arrangements with donors and partners.
Language:
- The ability to work (read and write) in French is required.
Desirable:
- Ability to travel at times with minimum notice and for prolonged periods of time;
- Ability to facilitate project design processes, including applying theories of change and project logic to design, and develop work- and management plans accordingly;
- Longer term field posting in a relevant context;
- Interest in and understanding of policy and advocacy work.
Position Description
The Director of Program Development, reporting to the Vice President of Strategy and Program Development, will play a leadership role in the identifying and securing foundation grants and government contracts. The role will oversee and manage grant writing activities completed by outside consultants and/or other grant writing staff. The Director of Program Development will oversee and maintain the agency’s prequalification status on government portals to allow for grant submission.
Essential Job Functions
The following duties are mandatory requirements of the job:
- Develop and write responses to funding opportunities for foundation/government proposals independently and in collaboration with program managers and consultants.
- Develop and manage grant solicitation calendar to ensure timeline submission to funding opportunities.
- Conduct and assess prospective funding opportunities that support agency needs.
- Develop and managing work plans that include key tasks, timelines and responsible parties to complete grant applications
- Manage support materials for grant applications.
- Oversee and manage grant writing activities completed by outside consultants and/or other grant writing staff.
- Create and manage funding calendar which will guide funding efforts across the agency.
- Oversee kickoff and follow-up meetings related to RFPs.
- Oversight of progress reports and other funder correspondence including (i.e., thank you letters, abstract summaries) as required by funder and senior administrator.
- Monitoring trends and opportunities for foundation/government funding opportunities.
- With the support of Senior Management, help initiate and coordinate site visits by potential donors and funders to showcase agency services.
- Act as agency delegated administrator for grant making data systems including but not limited to adding new users, maintaining accounts, updating agency documents, initiating necessary grant submissions, report and troubleshooting errors.
- Active role in transitioning newly funded projects to designed managers. Including providing a description of scopes, timeline for reporting, overview of approved budget and desired program outcomes.
- Responsible for supervision of grant writing staff and other development consultants.
- Managing the timely execution of contracts with the contracting agency/funder.
- Attend conferences and webinars to help identify new funding opportunities and trends.
- Manage database of agency wide procurement efforts.
Education and Certification
- A Bachelor’s degree is required
- A Master’s in a related field is preferred (i.e., public health, communication, journalism)
- 5-8 years of grant writing, fund raising and grant management experience
- Supervisory experience of projects and staff required.
- Preferred working experience related to healthcare, HIV/AIDS, homelessness or other non-profit experience.
- Highly Proficient in Microsoft Office Suite
- Extensive successful work-experience may substitute formal education requirements
Special Skills and Knowledge
In addition to the above-listed job responsibilities and educational requirements, the ideal candidate for this position possesses most or all of the following:
- Strong project management skills with ability to manage multiple projects in deadline driven environment
- Excellent writing skills with ability to articulate complex ideas
- Experience developing budget and conducting financial assessment of programs
- Understanding of government and private grant making cycle
- Solid computer skills and proficiency in word processing, database management, spreadsheets, and research skills
- Strong communications and ability to manage change
- Flexible and adaptive to changing priorities
- Interest in taking on leadership role in grant making field
Job Type: Full-time
Experience:
- Grant Writing: 5 years
- Fundraising: 5 years
- grant management: 5 years
- Essential Duties and Responsibilities:
- – Program Development –
- Evaluates Notice of Funding Opportunities (NOFOs) and Requests for Proposals (RFPs) to determine feasibility, compliance with visa regulations, and internal Cultural Vistas policies
- Researches, identifies, and establishes other sources of grant and program funding opportunities
- Manages the coordination and compilation of grant applications for submission including generating high-quality proposals with minimal guidance, compliant with fund-specific guidelines
- – Program Management –
- Ensures that programs provide robust and meaningful training and/or learning opportunities in line with the mission of Cultural Vistas
- Synthesizes program policies and expectations and effectively communicates them to all stakeholders
- Monitors program deadlines and reporting requirements
- Prioritizes tasks, problem-solves and multi-tasks in a time sensitive, client-focused work environment
- Solicits regular feedback from internal and external stakeholders, as pertaining to Program Development projects and programs
- Budgets management and tracking of expenses including compiling required financial reporting
- Works closely with other departments at Cultural Vistas to complete projects and programs (i.e., Accounting, Human Resources, IT, Communications, Marketing & Creative Services)
- – Client Relationship Management –
- Maintains regular communication with program partners, host companies, participants and Cultural Vistas partners to ensure meaningful opportunities and a seamless process
- Cultivates and maintains relationships with current and potential partners for new program opportunities
- Educates clients and participants on the purposes of the programs, visa regulations, and Cultural Vistas partnership procedures
- Ensures smooth administration of programs and projects, as well as, clear messaging to internal and external clients
- Ensures high quality and consistent customer service to all parties
- – Professional Development –
- Develops and maintains an advanced knowledge of best practices in program administration, visa regulations (as necessary), application requirements and Cultural Vistas policies
- Develops and maintains industry knowledge by seeking out educational workshops, classes, and related publications
- Supports ongoing communication to all appropriate staff as it pertains to initiatives and new and existing business
- Takes a proactive approach to improve business functions and workflow within department
- Works in accordance with the mission, goals, values, and strategic direction of Cultural Vistas
QUALIFICATIONS
- Skills and Abilities Required:
- Demonstrated ability to write grant and other program proposals; strong writing skills; must be able to generate proposals, reports, and program narratives with minimal editing and oversight
- Strong understanding of program management, project implementation and working within the constraints of a budget
- Strong leadership qualities, proactive and collaborative with the ability to serve as an effective role-model
- Demonstrated ability to multi-task, prioritize workload, remain organized, and make decisions in a fast- paced, deadline sensitive environment
- Strong critical thinking skills, problem-solving skills, and analytical thinking
- Ability to effectively handle ambiguity by creating focus and direction for oneself
- Ability to work efficiently with minimal oversight while providing guidance and support to others
- Effectively communicates, both verbally and in writing, with supervisors, colleagues, external stakeholders and people of all backgrounds
- Honest, direct and transparent communication regardless of the message
- Ability to seek and use input from peers when necessary before making decisions
- Ability to lead groups of participants domestically and abroad with confidence
- Commitment to professionalism and professional development
- Ability to comfortably and confidently represent Cultural Vistas i.e. public speaking
- High level of concern for providing exceptional customer service
- Interest in and commitment to the mission of Cultural Vistas
- Foreign language skills a plus
- Ability and willingness to travel for programming on an occasional basis, at minimum of 3 times per year
- Computer Equipment and Software Experience Required:
- Must be proficient in Microsoft Suite products. CRM experience and proficiency a plus (Salesforce). Familiarity with other online project management platforms (i.e. Basecamp) a plus.
- Education and Experience Required:
- Education: Bachelor’s degree required, Master’s degree a plus.
- Years of Experience: Minimum 2 years of previous grant writing experience; and 3-4 years of program management experience including administrative, customer service, client relations management, or program management experience in a cultural exchange, educational, or international relations environment.
- Previous experience living, working, or studying abroad required.
- Physical Demands of Position:
- Domestic and international travel is required. Work on weekends, holidays, and evenings may be required.