Save the Children Proposal Coordination Officer job-August 2015


Job Description

Save the Children

Vacancy: Proposal Coordination Officer – Awards Management

Position Code: SCI/PRO SAL/ 099

Kenya Country Office
Team / Programme: Awards Management

Location: Nairobi
Grade: Grace 4

Post Type: National

Child Safeguarding: Level 1 – The role holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work.

Role Purpose: The Proposal Coordination Officer (PCO) is reponsible for ensuring that the right people are engaged in the development and approval of proposals and helping the Kenya Country Office improve the quality, timeliness and efficiency of the proposal development process.

The Proposal Coordination Officer will lead the coordination of proposal development from the initial identification of opportunities and design of concept notes, through to the final drafting and submission of proposals.

The PCO will ensure that proposals are compliant with internal and donor standards.

Scope of Role:
Reports to: Awards Manager

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.

In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya.

In February 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own.

Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Nairobi, Turkana and Wajir. We work through partners in many other parts of the country.

We have a staff complement of around 300 staff and an operating annual budget of approximately US$20 million in 2015.

The country office is actively developing or revising an average of 5-10 proposals at any given time, all of which must adhere to internal procedures and meet both donor compliance standards and external deadlines.

Staff directly reporting to this post: N/A.

Key Areas of Accountability:

Coordinate proposal development

  • Support the Awards Manager in coordinating with the relevant member to convene Go/No-go decisions and completing the Proposal Development Plan.
  • Notify CO and RO/Centre reviewers and final approvers of upcoming proposal, timelines, as well as deadlines for approvals and submissions. (Internally within the CO and to RO/Centre where relevant, in line with SCI Scheme of Delegation).
  • Contribute to or participate in field assessment and internal proposal design workshops as needed.
  • With the Technical Specialists and DPDQ, coordinate the development of development and humanitarian proposals or bids.
  • Support Technical Specialists to facilitate engagement of consultants on large-scale proposals, or when additional support is needed.
  • Produce and maintain proposal development schedules and track timelines, ensuring and facilitating coordination amongst teams – PDQ, Programme Operations, Finance, HR, Security and Members.
  • Ensure sector teams follow proposal development guidelines in particular on processes/tools, full cost recovery and the involvement of the right teams at the right time.
  • Receive donor compliance resources from member and circulate to all relevant staff, including any necessary proposal guidance or templates.
  • Ensure that the risk assessment is done at the CO and partner level. Continuously monitor and review the award risk assessment over the life of the award taking note of any changes that might have occurred during program design and ensuring that mitigating factors have been included in the proposal design appropriately (the award risk assessment was originally done at the opportunity identification stage)
  • Check that all concept notes and proposals follow internal procedures and are compliant with internal and donor standards. Liaise with the Awards Manager to process all documents through the Save the Children award management system and ensure approvals are in place prior to submission.
  • Work closely with the field operations team to ensure quality proposals and compliance with Save the Children policies and procedures for all program development.
  • Lead in collating proposal inputs from relevant departments and co-ordinate preparation of the draft proposal package to be submitted to the relevant member for review.

New business development

  • Track up-coming funding opportunities, donor engagement and proposal development process, maintaining the CO funding tracker so that the Director of Programme Development and Quality can update the senior management team on the status of the funding portfolio and key trends to monitor.
  • Ensure key contacts, required formats and donor strategies are kept up-to-date at the country office level.
  • Ensure the CO funding tracker is reconciled to the Awards Management System at any given time.

Documentation and learning

  • Work with Technical Specialists to ensure that capacity statements on Save the Children’s experience in specific sectors and sub-sectors to support positioning for future funding are kept up to date.
  • Liaise with the Awards Manager to ensure that all proposal documents are properly filed within the award management system and country office shared drives.
  • Initiate proposal approval workflows in AMS upon request by the member.
  • Follow-up with the relevant member for agreements and ensure that Fund summaries are in place.
  • Identifying agreements/ continuing awards that may require PALs and providing this information to the awards manager for follow up and tracking the status of PALS in the system
  • Staff Capacity Building – Program Development and Quality
  • Assist the DPDQ and Awards Manager in regularly communicating and training on program design processes and requirements.

Skills and Behaviours (our Values in Practice)

  • Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
  • Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved


  • Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
  • Widely shares their personal vision for Save the Children, engages and motivates others
  • Future orientated, thinks strategically


  • Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
  • Values diversity, sees it as a source of competitive strength
  • Approachable, good listener, easy to talk to


  • Develops and encourages new and innovative solutions
  • Willing to take disciplined risks
  • Integrity:
  • Honest, encourages openness and transparency

Qualifications and Experience

  • Preferred degree in programme or NGO management, development studies, or related field.
  • Practical experience in participating in the Programme management and proposal development process desirable.
  • Excellent demonstrable writing and editing skills in English.
  • Familiarity with project design methods and tools desirable, (including assessments, logical frameworks, and work planning) along with strong appreciation for innovation and partnership as part of project development.
  • Good analytical skills, effective negotiator, with proven ability to develop and positively influence cross departmental and cross sector working.
  • Strong results orientation, with ability to meet deadlines and produce high-quality products.
  • Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
  • Ability and willingness to dramatically change work practices and hours, and work with incoming proposal development teams to meet deadlines.
  • Fluency in English, both verbal and written
  • Commitment to and understanding of Save the Children’s aims, values and principles including rights-based approaches

How to Apply

Interested candidates are required to submit a CV and mandatory Cover letter to [email protected]  indicating the Position Code on the subject line  by 25th August 2015.
Applications will be reviewed as and when they are received.
Only shortlisted candidates will be contacted.