Administrative Support for Proposal Development

• Support scientists and fundraising staff in the administrative preparation and submission of grant proposals, including gathering relevant documentation, supplying institutional information, compiling CVs, compiling project references, tracking timelines, and ensuring the RM policies and procedures are followed.
  
• Coordinate internal approvals, signatures, and submission clearances, including engagement with senior management offices where required.
  
• Compile institutional, compliance, and due?diligence information required by funders.
  
• Ensure proposal submissions comply with funder, institutional, and regulatory requirements and deadlines.
  
• Support due?diligence processes for private sector and other strategic partners, including routing recommendations for internal approval.
  
• Maintain accurate proposal records, internal databases, and funding pipelines in the CIFOR?ICRAF system, including tracking proposal probabilities and statuses, following up with scientists and units and updating the institutional pipeline accordingly.
  
• Support registration of institutions and funders in internal systems and maintenance of funder portals and accounts.
  
• Ensure accurate linkage between submitted proposals and awarded grants within institutional systems, in coordination with Finance and the Project Management Unit.
  
• Contribute to planning and strategic initiatives for RM, including coordination of large events, strategy development, and more.
  

Administration, Coordination, and Operations

• Support day?to?day administrative and operational needs of the Resource Mobilization Unit.
  
• Coordinate procurements, contracts, and consultants in line with institutional policies, including payments for consultants and annual subscriptions.
  
• Maintain efficient online filing, records, and document management systems.
  
• Support management of RM budgets and track expenditures.
  
• Contribute to annual unit budget planning, approval, and monitoring.
  
• Provide background research and logistical support for funder meetings and visits, including agendas, materials, site visits, post meeting actions and follow up.
  
• Organize meetings, workshops, seminars, and host internal learning sessions.
  
• Coordinate travel arrangements for staff, including flights, accommodation, and logistics.
  
• Coordinate protocol related requirements for travel and visits, including campus access, visas, and official clearances where required.
  
• Support onboarding and induction of new staff, both internal to the unit and within the organization.
  
• Liaise between CIFOR?ICRAF headquarters (Nairobi and Bogor) and global field offices on Resource Mobilization administrative matters.
  
• Contribute to internal RM reporting, including data collection and analysis for KPIs, quarterly reviews, management, and Board reporting.
  
• Arrange team?building activities and internal coordination events.
  

Other Duties

• Carry out additional duties as required to ensure the effective functioning of the Resource Mobilization Unit.