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Job Title: Senior Grant Proposal Coordinator

Team: Fundraising and Programme Design

Reporting to: Head of Fundraising and Programme Design

Salary: £42-45k

Climate Bonds Initiative Mission

Mobilise global capital for climate action

Team Mission

The Fundraising and Programme Design team is responsible for ensuring the financial sustainability of the organisation by mobilising resources to achieve its mission. They search and monitor for funding sources and mobilise grants to support the implementation of Climate Bonds Initiative's strategic objectives. The team provides coordination, processes, tools and hands-on support for the preparation of proposals and concepts, and also leads the facilitative design of cross-cutting, multi-regional, complex programmes. They maintain oversight of relationships with funders through the donor management process. Through these efforts, the FPD team ensures that the Climate Bonds Initiative has the resources needed to achieve its goals and continue its important work.

Job Purpose

To own the coordination of the entire proposal development process, collaborating with Bid leads to ensure they are informed of the required materials and executing their timely submission, managing the proposal approval process and relevant gateways.

The Senior Grant Proposal Coordinator will continually seek to monitor, appraise and streamline the proposal development process to design and deliver efficiency and best practice improvements To work with the Head of Fundraising & Programme Design to develop and deliver key metrics and identify any trends that inform better decision making for CBIs proposal process.

The role also involves managing the coordination of internal funding requirements, communicating across all of CBI’s teams to collate and maintain an accurate projects and proposals pipeline database, and regularly tracking and creating a calendar of proposal due dates and timelines. The Senior Grants Proposal Coordinator is responsible for interacting with funding agencies and sponsors to ensure proposals align with their requirements and guidelines, and communicates any delays, changes, or requests to funders.

Key Relationships

• Head of Fundraising and Programme Design: Provide dashboard reporting, escalate issues and risks as needed, provide regular updates and progress reports
• Bid Leads/Project Owners: Provide hands-on support for all proposal development related tasks including preparation of PMF tools and documentation and coordinating the necessary approval and sign-off processes; get feedback for continual process improvement
• Business Partner: Support the development of high-level LOE and budget calculations, keep Finance team informed of the pipeline
• Head of Legal: Coordinate the review of contracts, seek advice for negotiations, design and implement tools and processes to create efficiencies in the process
• PAL team: work with PAL team to ensure that project design is aligned with existing resource capacities, and to coordinate approvals where needed; also work with PAL for continual process development and improvement
• Funders: work with key contact points at funder to ensure all proposal due diligence and other requirements are clearly understood, and ensure timely and smooth communication around submission of proposals, lead negotiations where necessary, or escalate negotiations to Head of FPD or Director of Strategy and Programmes

Key Responsibilities and Duties

Proposal Coordination

• Manage the proposal development process, by providing guidance and coordination to Project Owners and Bid Leads to prepare all required materials and tools as required by the PMF Framework as well as the funder/client requirements and reviewing that all documentation is in line with PMF and funder requirements.
• Ownership of the proposal approval processes and gateways, coordinating and ensuring that all proposals have received approval from the relevant people and that approval or lack thereof is communicated to Project Owners and Bid Leads in a timely manner or escalated to the Head of FPD as needed.
• Create and manage a calendar of proposals deadlines to ensure timely submission and follow-up.
• Lead the submission of all grant proposals to funders, funder portals, or other submission processes as required(including letters, proposals, budgets, and presentations). Ensure that Bid Lead is part of the submission process to ensure a secondary check for smooth and accurate submission.
• Maintain a highly organised structure and system for storing grants files on all proposal submissions and outcomes using PMF templates and folder structure.

Process Improvements and Efficiencies

• Contribute to the development of internal FPD and PAL strategies, leading specifically on the evaluation of the existing processes related to the initiation and planning phases of the PMF framework as well as processes underlying the Proposals and Projects Pipeline, and proposing, designing and leading process improvements
• Streamline the proposal development process to bring in efficiencies, including the development and socialisation of templates, boiler plate text, up to date CV repository, calendars, workplans, etc. and improving the PMF processes.
• Lead the FPD team through onboarding and full utilisation of Click-up for PMF processes in the Planning and Initiation phases, and other use cases as deemed appropriate
• Coordinate with internal teams e.g., People & Culture , IT, Finance, and PAL, to ensure that they are informed early in the process of proposal development, proposals are aligned with operational needs, building on lessons learned from past and on-going projects, including direct and indirect rates, resourcing and effort estimation, and facilitate a smooth handover to PAL once Grant Agreements/Contracts are in place.

Pipeline Management and Development

• Maintain the Projects and Proposals Pipeline database for recording/ tracking opportunities and proposals.
• Provide regular, informative, and timely dashboard reporting to the SLT
• Organise, lead, and follow-up on regular FPD meetings with CBI teams to discuss and compile the ongoing funding needs across the organisation to inform core and programmatic funding projections and needs by holding regular opportunities meetings with (a) CEO (monthly); (b) Heads of Teams (quarterly) and ensuring that the Projects and Proposals Pipeline is up to date and accurate.
• Regularly track and create a calendar of regular funding calls for proposals, especially those issued by EC departments and other bilateral and multilateral funding agencies

Funder Relationships and Contract Signing

• Interact with funding agencies on grants (and with clients/sponsors on contracts) to help ensure proposals and relevant supporting documents are in line with their requirements and guidelines.
• Coordinate internal legal review and communicate approval to sign to relevant signatories.
• In collaboration with Client Liaisons, liaise with funders to communicate any delays, changes, and/or requests

Requirements

Requirements

• Significant experience in project and programme management in NGO/non-profit setting with understanding of donor relations and proposal/bid development tools
• Strong organizational skills and attention to detail for accurate and timely submission of grant proposals, managing multiple projects and maintaining detailed records
• Strong project management skills, attention to detail, and ability to prioritize and complete projects on time
• Enthusiastic team player with strong communication skills, able to work with cross-functional, virtual, and diverse teams
• Proficiency in PowerPoint and Excel
• Successfully managed high value and complex grant proposal development
• Positive outlook and ability to energize teams around mission
• Effective presentation, written and speaking skills
• Experience developing and managing professional relationships
• Personal qualities of integrity, credibility, and commitment to Climate Bond Initiative's mission

Desirable

• Experience with grant management software or databases
• Familiarity with fundraising strategies and best practices
• Knowledge of environmental or climate-related issues and policies
• Ability to analyze and synthesize complex information
• Fluency in additional languages
• Experience working in an international context
• Understanding of financial management and budgeting processes
• Advanced degree in a relevant field such as international development, environmental science, or public policy
• Experience working with foundations or corporate social responsibility programs
• Demonstrated ability to write compelling proposals and reports

Benefits

What’s in it for you?

• Impactful responsibilities from the day you join with responsibility for your own learning curve, the role is what you make of it and the possibilities depend on you.
• Amazing opportunities for career progression and structured career development – we’ll work with you to explore your learning development and career potential

• We offer a structured and bespoke induction programme specifically suited to the team you’ll be joining and the specific role you’ll be doing. During your first few months, you’ll be given all the training you need to succeed in your role.
• Opportunity to attend a series of Lunch and Learns, delivered by internal subject matter experts and external guest speakers

• An international and diverse work atmosphere

• The chance to be part of our rapid growth and play a key role in the next exciting phase of Climate Bonds Initiative journey

• Everyone that joins us is given the opportunity to undertake our signature Green Bond training, which is recognised and certified by CPD.