Proposal Coordinator

Location US-MD-Baltimore
Posted Date 1 month ago(1/18/2018 3:05 PM)
Job ID
2018-3058
Experience (Years)
3
Category
US Based Positions

Overview

The Proposal Coordinator serves as a hub for enabling the NPD team to reach its full potential in pursuit of Jhpiego’s mission. The position provides backstopping support to Proposal Managers throughout the bids including proposal planning, development, submission and post-award activities for all donors. This position coordinates agreements and contracts and provides research, knowledge management, reporting and operational support the team.

Responsibilities

Contractual Agreements

  • Request internal document number and review from Contracts Management and Compliance Division (CMCD) upon receipt of each contractual agreement
  • Track status of contractual agreements through the review, negotiation, and signature process to ensure timely execution and follow-up with CMCD as needed
  • Route final agreements and other required certifications as needed through Jhpiego’s internal system for approvals
  • Conduct Sentinel checks on potential partner organizations
  • Remain informed on organzational policies and preferred contractual language and communicate to NPD team as relevant
  • Support Proposal Managers in negotiation of agreements by communicating Jhpiego’s suggested revisions to partner organizations

 

Knowledge Management

  • Support Knowledge Management Officer on maintaining proposal files on Sharepoint and conduct quality assurance checks
  • Ensure the most up-to-date proposal templates and processes are saved in Jhpiego’s Proposal Resource Guide and proposal library
  • Support in drafting past performance references and capability statements

 

Research

  • Conduct research, as requested, on donor funding strategies and potential partners and competitors
  • Monitor procurement websites for new program opportunites that align with Jhpiego’s mission
  • ReportingGenerate reports including graphs/tables for presentations, bi-weekly proposal pipeline reports for team meetings, monthly department reports for leadership team, annual reports, including the department measurements of success, and other reports as requested by other departments and colleagues
  • Create new proposal records and ensure proposal data is accurate in database

 

Proposal Support

  • Read solicitation documents and synthesize information into an email alert to be sent to key program and technical staff.
  • Monitor departmental email inbox, forwarding all donor correspondence to the appropriate recipient and maintaining electronic filing
  • Draft job descriptions, create recruitment tracking sheet and format CVs
  • Schedule meetings and document key takeways and action items
  • Assist with additional proposal development tasks as needed

Required 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
  • Critical thinker
  • Proficiency in MS Office including 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

Preferred Qualifications

  • Business development experience
  • Fluency in a second language (French, Portuguese, or Spanish)
  • Travel to, worked and/or lived in one or more developing countries
  • Understanding of global public health and development approaches

 

 

All applicants should prepare a single document submission to include: cover letter, CV, references and salary history

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