Candidate Brief
Programme Funding Coordinator
March 2019
Laurie Lee, CEO CARE UK's visits Yemen Al-Qaloua area, Aden governorate where care implemented projects to support education facilities
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Dear Candidate,
Thank you for your interest in the role of Programme Funding Coordinator (PFC) at CARE
International UK. This post is a permanent post in the Asia and Global Programme Management
team. The team shapes and delivers our institutional programme portfolio in line with the
CARE International 2020 Programme Strategy and ensures that our programmes save lives and
bring lasting change through consistent and high standards of programme design, quality
delivery and learning. The Asia team is currently managing a portfolio of projects funded by
institutional donors (DFID, EC and JOAC) with a value of over £15 million.
As a Programme Funding Coordinator, you will deliver a high-quality bidding process with
Institutional Funders and Foundations to build a healthy and sustainable funding pipeline so
that CIUK can achieve our programme goals; build learning and multiply impact.
You will lead on developing complex and larger bids, including designing and writing
commercial proposals/Tenders and building multi sector partnerships. You are expected to take
a high degree of responsibility for developing successful bids including negotiations with
internal and external partners.
We look forward to bringing your programme development skills and knowledge of working
with multiple different donors into the team. You will also contribute with your experience of
working in fragile and conflict-affected states, your strong relationship-management and
influencing skills and ability to win large and complex projects.
We look forward to receiving your application.
Srikaran Srivivekanandarajah
Head of Asia and global Programme Management Team
CARE International UK
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Job Description
1. Overview
Post Title: Programme Funding Coordinator
Directorate: Programmes and Policy
Team: Programme Management Team
Responsible to: Head of Asia Programmes
Accountable to: Director, Programme Quality and Impact
Base Location: London
CARE International UK reserves the right in consultation with employees to change base
location according to organisational and departmental requirements.
Line Management Responsibility: Position will be managing the Programme
Management and Funding Officer.
May be required to manage short term consultants
Budgetary Responsibility: The PFC will have joint responsibility for the
bidding budget.
Key External and Internal Contacts and Relationships
External Contacts Internal Contacts
• Programme Managers and other operational contacts at our key donors - DFID, EC, Echo, Comic Relief, Big Lottery Fund and DEC.
• Partners including other INGOs, local NGOs, Academic Institutions, Private sector Fund Managers and Consultants.
• Relevant peer networking groups.
• Key Country Offices and Regional staff.
• Finance team
• Technical advisors: WEE; Governance; Gender in Emergencies/Shelter teams plus other key outcome/approach teams across the CARE Confederation.
• New Donor manager
• CARE USA Programme and Funding leads; Global Program Director and Global Funding Director.
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• Corporate Partnerships team to share approaches
The above list is provided for guidance only and is not an exhaustive list of all the contacts with
whom the postholder may be required to liaise.
2. Background
Programme Management Team
Team Mission
The Programme Management Team is at the very centre of CIUK’s new strategy as it is the
engine room for our programme impact and a centre of excellence within CARE for programme
quality. This team shapes and delivers our institutional programme portfolio in line with the
CARE International 2020 Programme Strategy and ensures that our programmes bring lasting
change through consistent and high standards of programme quality.
The team is responsible for delivering on the full promise of the Global Programme Strategy by
building a portfolio that aligns with the Global Outcome Areas and which embeds the agreed
approach around tackling gender inequalities and strengthening women’s voice; promoting
inclusive governance and increasing resilience across our programmes. The team’s output
underpins CIUK’s ability to multiply impact by providing the necessary basis for evidence,
learning and scale up. The team leads CIUK’s relationships with Country Offices and Regions
and develops close partnerships to help us achieve long term and effective programming across
the humanitarian and development arena. It brings together both humanitarian and
development programming around programme management, bidding and finance/compliance
activities in one focused team and this ‘end to end’ approach will bring increased knowledge,
efficiency and ultimately impact. Through this consistent approach to programme quality, the
team ensures that CARE provides and is recognised by donors for offering excellent value for
money and real impact for its programme participants. The team also leads CIUK’s approach to
delivering smart development and humanitarian programmes with an increasing focus on
partnership approaches.
The Programme Management team is made up of three sub teams who will all work closely
together to deliver impact and excellence across our development and humanitarian
programme portfolio. Within each sub team, a Head of Regions or Head of humanitarian
programmes implements a programme strategy in close partnership with the relevant CARE
Country Offices. Each Head of region are managing a highly skilled team of programme
management, contracts & finance, and fundraising staff who will work together to achieve
shared goals to build our portfolio, effectiveness, innovation and impact. Specialist skills will be
respected and treated equally and there will be clear lines of responsibilities but a shared
overall strategy and approach will be a fundamental ingredient in delivering increased impact
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and effectiveness. Across the wider Programme team there will be a common approach and
set of principles which will foster innovation, collaboration and flexibility.
Key Team Responsibilities
• Lead the shaping, development and delivery of CIUK’s Programme Portfolio so that we
meet our agreed strategic plan objectives.
• Deliver programme quality consistently throughout our portfolio and embed the
Program Strategy approach across our output so that we are generating learning and
multiplying impact opportunities as standard.
• Manage risk and finances in our programme operations so that we are efficient and
effective.
3. Job Summary A key part of CIUK’s programme strategy is to deliver resource for the Global Programme
Strategy as we build towards supporting 150 million people from the most vulnerable and
excluded communities to overcome poverty and social injustice. Programme funding
coordinators are critical to the achievement of this mission as they will be designing bids at
scale on our priority areas of intervention.
The Programme Funding Coordinator will work in a multi-functional Regional/Humanitarian
Programme unit and will be responsible for raising significant funds to grow the team’s
programme portfolio. The PFC will be responsible for ensuring a strong pipeline that is relevant
to the 2020 strategy and enables CIUK to support delivery at scale. The PFC will be able to
manage the bidding budget and be responsible for the return on investment. They will work
effectively across CI to ensure a swift and decisive go / no-go decisions are made.
The post holder will work closely with technical teams, Country Offices and other partners in
order to deliver winning bids which showcase CARE’s programme innovation and which deliver
impact as well as full cost recovery for CIUK. Given the seniority of this role the post holder will
be required to work independently on large (certainly £10m on occasion many times larger)
and complex grants and increasingly often on commercial contracts. As such they will have a
strong grounding in MEAL, Value for Money, cashflow, fee based budgeting, risk and
consortium design and management. The will be able to pull in the right expertise to support
the bid and recruit appropriate chiefs of party etc. They will be able to do this with limited
oversight. They will also be able to support more junior staff learn skills and take on work at
this scale.
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4. Specific Areas of Responsibilities
Funding Plans
• Work with colleagues from country offices, New donor manager and with key UK partners to ensure a robust pipeline of work which will enable CIUK to deliver at scale at the 2020 programme strategy.
• PFC will be held accountable for the income growth predicted in the annual budgeting processes. They will be expected to achieve a win rate of 40-50% of bids that are approved at the full go/no-go stage.
• Take joint responsibility of the bidding budget and its effective use. Including, planning in advance how best to prioritise it, measuring impact (RoI) and learning and disseminating practical lessons on its use.
• Play a key role in the go/no go process – coordinating with technical teams and country offices to give the best advice to senior management.
Bid Production and Management
• Lead on the planning, production and negotiation of major bids (grants and commercial contracts) to meet annual ambitious contract pipeline targets – this role will predominantly focus on the larger bids (£10m - £60m+). This may require deployment to Country Offices (we estimate that this will be less than 15% of the post holder’s total time).
• Design strong bid management processes so that CIUK’s output is proactive, timely and to a high standard meeting funder requirements – including giving enough time for senior management and the Board to engage with the design process and to sign off (and offer final comments).
• The post holder will need to work with expertise to design robust MEAL and Value for Money systems in alignment with CIUK core standards.
• The post holder will need to be able to lead the design of robust payment by results systems that take into account competitiveness, risk and achievability of results to ensure that CIUK does not lose money on commercial contracts of complex grants.
• The post holder will need to be able to create consortia and ensure they are well set up and that collectively they achieve the objectives of the bid with clear divisions of labour.
• The post holder must be able to manage consultants to support a bidding process and recruit key staff such as Chiefs of Party to support implementation.
• The post holder will write a winning bid as and when necessary.
• Work with Contract and Finance Officers to deliver winning bid budgets (including fee based budgets) which enable CARE to fully cost recover. This includes understanding cashflow and borrowing issues related to pre-payments.
• Provide support and guidance to Programme Funding Officers working on larger and or more complex bids as needed.
Partnership, Negotiation and Analysis
• Work collaboratively and productively with bid partners including CIUK teams, CI teams and consortium partners.
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• Achieve good value for CIUK in bidding partnerships, including with cost recovery, assigning roles and responsibilities and donor engagement.
• Help build CIUK’s credentials as a prime contractor and leader in bidding consortiums.
• Proactively engage with donors and partners to gather information.
• Share donor intelligence and feed into a process of learning and continuing improvement on bidding and key donors and work closely with the Institutional Partnerships Team to achieve our desired growth and impact.
• Provide data and analysis on bids for organisational learning.
Be an effective team member
• Contribute towards the development of the team’s annual operating plan and develop an annual individual operating plan and learning objectives. The post holder is required to be proactive about their own delivery and learning and support staff that report to them / or who are part of their team.
• Contribute to annual budget development and regular reviews of team income and expenditure levels.
• Contribute to team and departmental meetings ensuring that information on specific funding opportunities are proactively shared and opportunities for greater CIUK engagement are known.
• Where capacity allows, assume responsibility for humanitarian funding submissions when humanitarian response efforts require support from across the team.
• Support and provide cover for fellow team members as and when needed.
1. Any additional duties as may be reasonably required by a senior manager within the
scope of the above.
2. This document forms part of the post holder’s contractual terms and conditions of
employment.
3. The document is not an exhaustive list of core elements of the role. This job description
is a working document and may be amended from time to time by mutual agreement.
Data Protection
The post holder hereby agrees not to disclose any confidential or sensitive information to a
third party or outside organisation except where required to do so by law.
Health and Safety
The post holder agrees to abide by CIUK’s Health and Safety principles and code of conduct and
to take all reasonable steps to ensure both their own safety in the work place as well as that of
their colleagues.
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Equal Opportunities
The post holder agrees to promote and uphold the principles of equal opportunities in
accordance with CIUK’s Equal Opportunities Statement and all related policies.
Safeguarding
CARE International UK has a zero tolerance approach to any harm to, or exploitation of, a
vulnerable adult or a child by any of our staff, representatives or partners. Recruitment to all
jobs in CARE International UK includes, in particular, criminal record checks and the collection
of relevant references. Safeguarding our beneficiaries is our top priority in everything we do.
March4Women Event, London 2019
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5. Person Specification
Essential Desirable
Education
/
Qualificati
ons
• Educated to degree level or equivalent.
• Extensive experience of a range of programme types – complex grants and commercial contracts. Particularly with DFID but also with the EU.
Relevant masters qualification
Prince 2 qualification or similar
Skills /
Abilities
• Must be able to design a range of large programmes – complex grants and commercial contracts.
• Ability to set, prioritise and manage a bidding budget and measure the impact of this.
• Ability to set up consortia.
• Strong understanding of MEAL and Value for Money and be able to design payment by results systems.
• Excellent understanding of programme and wider risk and be able to communicate, mitigate and manage those.
• Ability to recruit key staff – surge capacity and chiefs of party etc.
• Need to understand cashflow and borrowing particularly in relation to pre-payments.
• Willingness to work with new donors.
• Excellent communication skills – with a particular emphasis on fluent English written skills and the ability to edit complex bids in order to meet funder requirements and gain high bid scores.
• An innovative and creative approach and the ability to match funder needs with organisational needs.
• The ability to contribute positively to a team and build positive relationships that will lead to successful outcomes.
• Strong analysis and numerical skills and the ability to spot trends and errors.
• Attention to detail alongside the ability to see the big picture.
• Problem solving, inclusive with a positive attitude
• A positive collaborator and a strong team player.
The ability to work
in French would be
a plus
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Experience
/
Understan
ding
• Proven success at leading and coordinating major +£10 million Institution/Foundation bids (ideally with DfID and/or EU experience).
• Experience of and proven success at developing commercial bids
• Significant contributions to multi-partner, multi-country major bids.
• Understanding of how to take programme design and add value in order to increase the win rate.
Overseas
experience is highly
desirable.
Other • A degree of international travel will be required for senior bid or resource mobilisation support in country and if working in the Humanitarian team, short notice deployments may occur.
• CIUK takes continued professional development seriously. The post holder is expected to use available learning and development budgets and opportunities to drive forward their own skills and those of their direct reports.
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CARE UK competency framework is based on four core behaviours: Responsible Stewardship,
Working with Others, Professional Accountability and Cultivate learning. Whilst every role
might have a different focus in relation to each competency, every employee is expected to
provide evidence against the four indicators for each competency.
The indicators for each competency are as follows:
RESPONSIBLE STEWARDSHIP
Align performance with CARE strategic goals / Lead with respect /
Take an active approach / Use resources effectively
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WORKING WITH OTHERS
Communicate effectively / Express appreciation and empathy /
Foster internal and external relationships / Provide and receive constructive criticism
PROFESSIONAL ACCOUNTABILITY
Commit to equality and diversity / Take responsibility for own words and actions /
Understand our sector / Uphold professional standards
CULTIVATE LEARNING
Be aware of one’s knowledge and skills / Be open to different perspectives and approaches /
Manage uncertainty / Reflect to improve
The competency framework provides a selection of competencies that are important for
performance at CARE UK. All roles, regardless of their seniority, within CARE UK should have all
core 4 competencies identified as essential for effective performance in the job. Having core
competencies defined and applied across all levels allow to ensure a consistent and transparent
standard across the organisation.
We use competencies for recruitment, which ensures that any selection process is focused on
the behaviours that are important for success in that role and organisation overall.
Competencies form the basis of a number of selection tools, for example, competency based
interviews and in-tray exercises. Basing our selection on our competency framework enables us
to engage in objective and standardised selection across the organisation.
A competency based interview is a type of interview used to evaluate a candidate’s behavioural
competence to do a particular role. Each question is targeted at obtaining behavioural evidence
for a specific competency. The candidate is asked to provide concrete examples, from their
previous experience, of when they demonstrated the behaviour in question. A scoring
interview form - is used to assess the candidate’s response for that competency, enabling the
selection panel to apply consistent benchmarks when conducting interviews.
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HAVE YOU WORKED IN THE CIVIL SERVICE? Are you/have you been a member of the Civil Service in the past two years? Before accepting any new appointment or employment, whether in the UK or overseas, which you intend to take up after you have left the Civil Service, you must consider whether an application under the Business Appointment Rules for Civil Servants is required. If it is required, you should not accept or announce a new appointment or offer of employment before it has been approved. The model application form for this purpose is available at: https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/492789/Civil_Servants_Business_Appointments_Application_Form_-_2016.doc and on civil service departmental intranets. This form should be used for all applications under these Rules. Retrospective applications will not normally be accepted.
Please Note:
In accordance with the DfID Code, all applicants shortlisted for recruitment to commercial
contracts will be asked to declare any conflict of interest.
For further information please visit
www.careinternational.org.uk
Twitter: @careintuk
