I. JOB SUMMARY

The purpose of the position is to advise, coordinate and/or lead the preparation of high-quality cost proposal applications. She/he analyzes and determines the essential cost elements needed for each proposal submission, in relation to the donor’s regulations, requirements, and provides timely and effective leadership, guidance and support to the proposal development team throughout the proposal development process. This incumbent is required to work on deadline and collaborates with proposal response teams and CARE’s external teaming partners while ensuring that CARE’s costs are fully recovered in budgets and ensuring that donor and CARE requirements are met.

S/he tailors budget/cost templates to assist CARE in proposal submissions and ensures that all relevant templates, representations, certifications, etc. are understood and included as appropriate. S/he is also responsible for building the capacity of appropriate proposal development team and budget holders on the business/cost proposal process in accordance with CARE policies, donors regulations and government laws.

II Responsibilities

Job Responsibility #1: Cost Proposal Development Lead (60%)

• Review solicitation document and suggest questions/clarifications and submit these suggestions to the Proposal Development Team.
• Develop budget in advance of solicitation release, if/as appropriate.
• Collaborate with the proposal development technical lead/team to develop budgets/cost proposals
• Create or review and confirm the timeline of the cost proposal process with the Senior RM Advisor and the CO proposal team
• Develop or update CARE Ethiopia budget templates and/or partner cost packet for the cost proposal as per solicitation requirements.
• Initiate and/or participate in meetings and discussions affecting the cost proposal as necessary.
• Lead the preparation of the first draft of the CARE budget and budget narrative and review succeeding drafts of the budget and narrative.
• Follow-up and review the budget and budget narrative of implementing partners and lead budget negotiation in collaboration with technical proposal development lead, if applicable.
• Work with respective program unit and/or proposal team to complete cost share plans.
• Follow-up other required documents from implementing partners for submission such as certifications/teaming agreement, as applicable.
• Coordinate with Senior RM Advisor who will be responsible in the preparation of any required certifications/assurances or representations, Evidence of Responsibility (EOR) document, SF-424s, and other documents required by the solicitation or by the Prime as necessary.
• Coordinate with Senior RM Advisor the timeline for any required gate reviews or approvals prior to finalizing the cost package.
• Leads the timely completion of risk assessments/due diligences as per the template provided by donors.
• Coordinate with Partnership Advisor and Award Specialists for completion of Due Diligences to partner organizations.
• Review the pre-IPIA or IPIA documents in close collaboration with program teams engaged in new proposal processes for review by the awards and sub awards manager.
• Review the Go/No Go template in close collaboration with program teams engaged in new proposal processes for review by the Head of Awards Management.
• Participates in proposal development workshops/After Action Review.

Job Responsibility #2: Management of Proposal risks, compliance, and competitiveness concerns/requirements (20%)

• Ensures that all cost proposals are completed as per CO Master Budget, CI Budget and SPC Policy. Completes required Waivers (e.g. ICR, donor transfer with local currency) for approval by CARE USA Treasury and AMS.
• In coordination with the Senior RM Advisor, ensure that Proposal and Budget Quality Checklist is completed for all proposals before final signoff. This includes ensuring use of the flexi structure when determining operational staffing requirements and wider staffing decisions at field office level.
• Stay abreast of changes in donor regulations and collaborate with the CO Proposal Team members, CARE USA IFS Team, Lead CMP Proposal Teams and other key stakeholders on compliance issues related to cost proposal development.
• Assist Head of Awards Management in preparing Checklists/Quick References on donor overall award management and/or award agreement compliance requirements.
• Establish and maintain proposals, files, and records per CARE and/or donor requirements for official records
• Review, evaluate & articulate to proposal development team solicitation requirements to ensure compliance with proposal instructions & function as domain expert on selected cost proposal issues

Job Responsibility #3: Capacity building of CARE cost proposal budgeting and development (10%)

• Participates in projects kick of/start up meetings for presentation on a winning award’s compliance requirements.
• Coordinate/assist in capacity building efforts on cost proposal development. Build the capacity of CARE Ethiopia staff to improve their budgeting and cost proposal development skills and relate their knowledge of relevant donor regulations.
• Organize regular reflection sessions on cost proposal budgeting in collaboration with award and sub award team

Job Responsibility #4: Others (10%)

• Respond to periodic requests for assistance, after winning a bid (pre-award or post-award) including start-up planning of newly signed awards, to interpret and share knowledge on the budget implications during the program implementation.
• Manages the cost proposal record management system, both in hard and soft copies.
• Perform other duties as assigned by Head of Awards Management.

III GENDER EQUALITY

• Understanding and demonstrated commitment to the importance of gender, youth, and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming

IV Qualifications

Required

• BA degree in Finance or related fields
• 4 years of relevant experience with the first degree or 3 years of relevant experience plus post graduate degree in cost/budget proposal development for development and humanitarian projects.
• Supervisory skill is Mandatory.
• NGO experience is a plus.

Skills

• At least 5 years of previous experience in finance or grant/award related positions
• Excellent skills in Microsoft Office applications particularly MS Excel
• Excellent interpersonal skills
• Ability to work effectively with others on a team and proven team skills
• Ability to work in a fast -paced and extremely time-sensitive environment (handle pressure)
• Familiarities with major funding agencies (USAID, EU/EC, GAC, UN Agencies, ) grant and contract regulations
• Experience with USG and other Donor budget, contract monitoring and reporting
• Well organized and proven ability to act in a professional and ethical manner
• Experience with financial Software

Duration of Contract Agreement:

• One year with possibility of extension