ROLE PURPOSE
Plan International is an independent development and humanitarian organisation/charity/non-profit [select as appropriate] that advances childrenโs rights and equality for girls. We believe in the power and potential of every child but know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.
Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. We support childrenโs rights from birth until they reach adulthood, and we enable children to prepare for and respond to crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
For over 85 years, we have rallied other determined optimists to transform the lives of all children in more than 80 countries.
We wonโt stop until we are all equal.
The Business Development Coordinator will support and assist the Business Development Manager (BDM) and the programme team in identifying and sourcing for funding from multiple sources, coordinate and manage the grant portfolio.
The Business Development Coordinator will further take a lead role and is responsible for ensuring proper set up in Planโs systems of the various funding sources to the projects along with the grants master data. Working closely with the BDM, this role ensures donor compliance throughout the life of the project.
As a staff member of a child-centred international development and humanitarian organisation, the Business Development Coordinator will commit to complying with Plan Internationalโs standards and policies related to Safeguarding and PSHEA (Preventing Sexual Harassment, Exploitation and Abuse), gender equality, inclusion and diversity. All Plan International staff are expected to uphold the organisation's values and behaviours in every aspect of their work.
DIMENSIONS OF THE ROLE
The Business Development Coordinator will work closely with a variety of functions to ensure all projectsโ budgets are fully funded, grants are properly set up, grants expenditures are monitored, and donor requirements are known and applied by the different departments.
He/She will be responsible for the timely setting up of all Grant related records and mapping in the SAP Grant Module and ensure that SAP data is updated and accurate for approved funds.
He/She is responsible that all narrative and financial reports are logical and speak the same language before they are sent to donors and National Organisations. The Business Development Specialist is maintaining the reporting schedule, reminding colleagues and making sure all reports are submitted on time.
ACCOUNTABILITIES
Acquisition
Working closely with the BDM, she/he develops high-potential initiatives to access donor funding locally, regionally and internationally. Work hand in hand with the BDM to identify existing and potential grant opportunities with local donors and National Organisations. Assist in the identification of funding opportunities, go/no go process and development of proposals. Develop and maintain database of donors, project concept notes and project proposals. Regularly update the pipeline tracker.
Grants & Fund Management
Develop donor budget based on project budget. Serve as focal point for the planning, implementation and evaluation of grant proposals and guide cooperative agreements, cost-share agreements / match-sharing, participating agreements, collection agreements, interagency (within Plan) and intra-agency agreements and memoranda of understanding. Work closely with the BDM and project managers to organize start-up workshop. Work with the BDM to develop reporting procedures and guidelines to ensure quality and timely submission of donor reports. Collaborate with project managers, finances teams and other stakeholders to gather necessary information for grant management and reporting. Provide and collect regular updates to/from the project manager on the grants progress and milestones. Work closely with the BDM to regularly update the grants pipeline and share quarterly reports on the same.Compliance
Support the development of the compliance framework, by maintaining a structured system of policies, procedures and controls that ensures funds are used in accordance with the regulations and conditions set by the donor. Support the PM in setting up the project in line with donor requirements. Ensure that all projects (grants & funds (sponsorship)) comply with established internal policies, procedures, and business processes. Communicate donor requirements and regulations to relevant staff. Work with various teams to ensure adherence to donor compliance. Identify compliance risk in the grantsโ portfolio. Ensure financial reports are prepared on the right donor template, all formulas and content are correct and are cross checked with narrative. Ensure narrative reports are prepared in the right donor template, report the adequate progress and are cross checked with the financial report.System management
Serve as the Subject Matter Expert for the Grants & Funds Management Module of the system. Ensure all approved funding approval documents (FADs) are administered in the system correctly as funding bundles and properly filed. Ensure proper maintenance of all the grants, funds, SPADs and GMFADs in the system. Ensure timely and proper setup of the grant and fund master data including linking the grant or fund to the project. Upload and maintain the grant and fund budgets. Ensure all compliance aspects are set up correctly in the system; this includes the budget exchange rates, grant exchange rates rules, the grant split proportions, illegible costs etc., based on the FAD. Update and maintain the grants pipeline in the relevant system. Responsible for ensuring data integrity for grants and funds. Close the grant in the system once necessary processes have been undertaken and notification received from NO or donor. Work closely with the project finance team to ensure income is reflected on the grants. Undertake any other responsibilities pertaining to system upgrade or enhancement.Training and Development
Train staff on donor compliance. Facilitate knowledge management around donors, proposal development. Induct all new staff on system in the areas of grant and funds module.Additional Responsibilities
Support in the annual planning and budgeting process. Support audit processes. Support final reporting. Ensure the BD SharePoint system is updated on a regular basis, along with all supporting documents and submitted reports to ensure accessibility and sharing of information among all relevant staff. The global Safeguarding and PSHEA policy is fully embedded in accordance with the CPP Implementation standards as applicable. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under the CPP and Code of Conduct (CoC), its relevance to their area of work and that concerns are reported and managed in accordance with the appropriate procedures.KEY RELATIONSHIPS
Internal
External
National Organisations Regional Hub Global Hub In country donor
Technical expertise, skills and knowledge
Essential
A minimum of a university degree in a related development field. A minimum of 3 to 5 years of relevant professional experience in a related field of resource mobilization and or grants management. Proven computer skills and knowledge of Microsoft and working with Enterprise Resource Planning (ERP). Knowledge of various donor rules and regulations. Proven ability to develop and write grant proposals and concepts. Proven ability to write reports narrative and financial. Proven ability to work collaboratively in a multidisciplinary team environment Ability to properly document and proficiency in filling documents.
Desirable
A masterโs degree in development, management, or a related development field is desirable. A strong awareness of current issues in the development sector and the donor landscape. Extensive knowledge of project design and management.
Behaviours
Humble, respectful and able to work calmly under pressure Flexible, but with a responsible aptitude to work Have a sense of responsibility and respect for deadlines Be committed to the defense of the rights of children, social justice, and gender issues. Creates strong sense of purpose within team and to stakeholders Holds self and others to account to deliver on agreed goals and standards of behaviour Focused and results oriented
PLAN INTERNATIONALโS VALUES IN PRACTICE
We are open and accountable
We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.
We strive for lasting impact
We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.
We work well together
We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.