Coordinator- Cost Proposal

Project Name: Finance, Grants and Awards

Location: CARE Bangladesh Dhaka Office

Duration: Initially 2 years from the date of joining with a high possibility of extension based on fund availability & performance.

I. Job Summary:

Who are we?

As a global leader, CARE is shaping the future of the humanitarian and development sector. Each year, we deliver support and services to millions of people in over a hundred countries. We do this by focusing on our mission and living the values that drive our organization. A career at CARE is an opportunity to be part of a movement that brings communities together to solve complex problems and foster lasting change throughout the world. We seek individuals who are passionate about humanitarian and development work, collaborate well with others, embrace learning and innovation, and deliver results.

What it’s like to work at CARE?

CARE is a mission-driven international humanitarian aid and development organization that offers an opportunity to work with people across the world. Not a day will go by that you won’t learn something profound, meet an expert, or write a sentence that can change a life. We are committed to an environment where everyone can succeed.

The "Coordinator – Cost Proposal" is responsible for leading the development of high-quality, compliant, and competitive cost proposals in line with donor requirements, CARE policies, and organizational standards. S/he provides strategic leadership in proposal budgeting by coordinating with cross-functional teams, consortium partners, and field offices to ensure accurate cost estimation, resource planning, and donor compliance. S/he oversees the preparation of detailed budgets, budget narratives, compliance checklists and support to develop resource allocation frameworks, work plans/Gantt Chart, etc. Support the Program Planning, Impact & Quality (PPIQ) Unit in project planning by contributing to proposal budgeting and participating in project design, coordination, and partner engagement meetings. Monitor proposal development and submission processes, stay updated on donor regulations and budgeting requirements, and provide technical support on budget-related queries to ensure high-quality, compliant, and competitive cost proposals. Provide budget and donor compliance support to projects and partner organizations to ensure effective implementation and compliance with organizational and donor requirements.

II. Responsibilities and Tasks: % of Time

Responsibility # 1: Develop cost proposals (35%)

• Review the calls for proposals/ RFA and summarize the contents and requirements of the call.
• Develop the cost proposal in line with project activities, targets and logistic plans in coordination with proposal development team members.
• Ensure that the unit costs are best estimated on recent purchases, market value, CARE CO salary structure, internal policy, and cover all direct and indirect costs as per CARE’s pool structure.
• Take part in workshops/meetings with key project persons and partners to identify the costs of new proposal as per the activities planned.
• Prepare a standard structure budget and ensure compliance with donor budget requirements and formats.
• Prepare the detailed budget narrative with justifications and explanations so that the proposal reviewers understand that the cost is reasonable and necessary for the project.
• Share budget with concerned staff and Finance department and take their endorsement.
• Review and ensure the comments and advice of CI members and HQ.

Responsibility # 2: Coordination with Program Planning, Impact & Quality (PPIQ) Unit, People & Culture (P&C), Administration & Operations, Supply Chain & ICT, Internal Audit & Risk Management Unit, Govt. Relations Unit, Field offices & Partners. (10%)

• Coordinate with finance to understand CARE’s shared pool cost and inclusion in new project planning.
• Coordinate with People & Culture department for human resource planning for new projects.
• Coordination with Field Offices for shared pool cost of new project planning.
• Coordinate with other units like Program Planning, Impact & Quality (PPIQ) Unit, Administration & Operations, Supply Chain & ICT, Internal Audit & Risk Management Unit, Govt. Relations Unit as per proposal requirement and collect budgetary and other relevant information from partner NGOs.

Responsibility # 3: Extend support to projects and programs (10%)

• Extend support to staff and partner NGOs in implementation of the project interventions ensuring relevant policies and procedures are being followed.
• Orient project and partners’ staff on the budget and donor regulation including financial reporting system and process. Review the progress and status of compliances.
• Provide support to project finance staff on budget and donor compliance issues including revision of the project budget as per field reality.

Responsibility # 4: Participation in the planning, preparation of various reports and support on different issues about proposal/portfolio as per organizational requirement (10%)

• Assist Sr. Director- Program Planning, Impact & Quality Unit in project planning.
• Participate in different project-sharing meetings, partner workshops, project design workshops, and others.
• Track the proposal preparation and submission and submit pipelines to Program Leadership Team.
• Keep updated the policies, donors' regulations, and prices of equipment and other logistics for budget preparation.
• Prepare the donor wise compliance checklist.

Responsibility # 5: Others (35%)

• Provide/arrange orientation on budgeting and template, NOFO requirement, and how to prepare competitive cost proposals with consortium members/partner’s finance and program colleagues.
• Draft/develop Resource Allocation Framework considering different criteria taking suggestions/guidance from Tech team to negotiate the resources with consortium partners.
• Take lead in preparing the activity budget based on the consolidated activity log taking support from the program team.
• Support to program team in preparing work plan/Gantt Chart of the proposed project.
• Take lead and guide different departments e.g. M&E, Coms, preparing their budget.
• Staff recruitment.
• Performance Management.
• Coaching.
• Staff Development.
• Staff separation.

General Responsibilities on Safety and Security, and Safeguarding of children and vulnerable adults

As part of this role, the job holder must adhere to and support CARE Bangladesh’s Safety and Security policy and systems as part of their day-to-day duties and comply with safety & security protocols and directives, including reporting. Staff must maintain situational and self–awareness and be aware of the safety – security-related consequences of their actions upon themselves, their team, and the organization.

CARE is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct, and expects staff to promote the welfare of children, young people, and adults always. CARE expects all staff and volunteers to share this commitment through our Code of Conduct. We place a high priority on ensuring that only those who share and demonstrate this commitment are recruited to work with us.

All CARE staff must uphold ethical standards, following codes of conduct to prevent abuse, including sexual harassment, exploitation, and neglect. Regular monitoring ensures accountability to uphold these principles and support our mission of social justice and poverty alleviation.

III. Reporting to: Senior Director – Finance, Grants and Awards

IV. Working Conditions: Based at CARE Bangladesh Dhaka Office