Job Description

I. JOB SUMMARY

The purpose of the CPS 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 appropriate.
• Collaborate with the proposal development technical lead to develop AP budget
• Create or review and confirm the timeline of the cost proposal process with the Senior RM Advisor and the CO proposal team.
• Calculate budget ceilings for partners if appropriate.
• 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.
• Prepare, review, and analyze budget during new bid development
• 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. Lead the submission and approval of Cost Share Approval Form.
• Follow-up other required documents from implementing partners for submission such as NICRA, if 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.

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 Awards and Sub awards Manager 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.
• Participates in proposal development workshops.
• Participates and contributes to After Action Reviews (AAR) and share the learnings to be fed into New Bid Development.
• Manages the cost proposal record management system, both in hard and soft copies.
• Perform other duties as assigned.

Job Requirements

III. Qualifications

Required

• BA degree in Finance or related fields
• At least 2 years of experience in cost/budget proposal development for development and humanitarian projects

Skills

• At least 5 years of previous experience in finance or grant/award related positions
• Excellent skills in Microsoft Office applications particularly 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
•  Previous NGO experience
• Experience with USG and other Donor budget, contract monitoring and reporting
• Good communication and presentation skills
• Experience with financial software

How to Apply

Interested applicants can apply using THIS LINK

Note: Only short-listed candidates will be contacted. Passionate and dedicated candidates who meet the requirement are strongly encouraged to apply, especially women!

CARE seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.

CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives or partners.

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.

By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks.