Proposal Coordination Officer at IITA - International Institute of Tropical Agriculture

DUTIES:

• Collaborate with the Unit Head to proactively search various sources, including donor websites, funding databases, and subscribed search tools/platforms, to identify potential funding opportunities/calls, Requests for Proposals, and Expressions of Interest that align with the IITA's mandate and strategic goals.
• Support with the publishing/circulation of identified calls to scientists and relevant teams including populating summarized call guidelines/information into the proposal call automation system.
• Coordinate internal registration procedures on proposals, including follow-up with scientists and proposal teams to ensure timely completion of proposal/project summary forms.
• Support scientists and project teams to guide them in navigating through the proposal call automation system. This includes facilitating with the Software Systems team to resolve all related technical issues/challenges.
• Collaborate with interrelated teams to facilitate the processing of relevant supporting documents/information (e.g., Support Letter, Letter of Intent, due diligence form, etc.) required for proposal submissions.
• Support to extract donor intelligence and maintain a database of key donors and report on emerging trends and forecasts including their priorities, funding cycles, and application procedures that could inform IITA's and CGIAR’s strategic resource mobilization interventions.
• Explores and ensures that subscribed proposal search tools (DevAID, Fund4NGO, etc.) are active.
• Support the Unit Head to generate regular management reports and updates on the progress of IITA’s resource mobilization efforts, including proposal submissions, funding success rates, and proposal pipeline.
• Maintain and regularly update team members on administrative information required for proposal development.
• Coordinate the preparation of weekly, monthly, and quarterly reports on searched and published calls for proposals.
• Represent the Unit Head in donor debriefings/FAQ Sessions, workshops, and networking events to stay updated on funding trends and foster collaborations.
• Support in tracking donor feedback on submitted proposals, including maintaining the unit’s intranet platform with relevant policy documents, workflow, templates, checklist, and manuals including proposal-related documents and best practices for future reference.
• Collaborate with team members to ensure that all project development information and documentation are current and accurately maintained on the project database.
• Collaborate with cross-functional teams, including scientists, Finance, Legal, People and culture, Communications, and relevant teams to ensure submission of quality and impactful proposals that meet donors' requirements.
• Collaborate with team members to provide guidance and training to project teams and partners on effective proposal development and resource mobilization strategies.
• Support the establishment of performance metrics for proposal success, track outcomes, and provide insights for improvement.
• Perform any other job-related duties as may be assigned by the supervisor.

Requirements

QUALIFICATION:

• Master's degree in International Development, Agricultural Economics, Business Administration or related field with a minimum of six (6) years’ experience working in agricultural and multicultural organizations, demonstrating a proven track record of hands-on involvement in proposal development, resource mobilization or related roles in an international development context.

COMPETENCIES:

The ideal candidate must:

• Have proven experience in proposal coordination, project management, or related roles.
• Have excellent written and verbal communication skills, with the ability to articulate complex ideas clearly and concisely.
• Have strong organizational skills, with the ability to manage multiple projects, meet deadlines, and maintain attention to detail.
• Be proficient in Microsoft Office Suite (Word, Excel, PowerPoint), project management tools and document management systems.
• Have collaborative mindset with proven ability to work effectively across diverse teams, including virtual teams and international partners.
• Have strong analytical and problem-solving skills to assess proposal requirements and develop effective solutions.
• Be familiar with donor guidelines, grants, and proposal development processes is a plus.
• Have ability to work under pressure and meet tight deadlines in a fast-paced environment.
• Have high level of professionalism, integrity, and commitment to the organization's mission.
• Demonstrate ability to establish and maintain relationships with donors, partners and stakeholders.
• Have ability to adapt to changing priorities, navigate ambiguity and thrive in a fast-paced, dynamic environment.