Temporary Program Development Assistant

About the organization

The World Agroforestry Centre (ICRAF) is an independent research institution which generates science-based knowledge about the complex role trees play in agricultural landscapes and rural livelihoods. As part of the Centre’s work to bring tree-based solutions to bear on poverty and environmental problems, researchers – working in close collaboration with partners – are developing new technologies, tools and policy recommendations for increased food security and ecosystem health.

The Centre’s headquarters are located in Nairobi, Kenya, and research is conducted in 23 countries in Africa, Asia and Latin America. We are supported by the Consultative Group on International Agricultural Research (CGIAR) and receive funding from over 50 different donors.

To learn more about our organization, please visit our website: www.worldagroforestry.org

About the position

Reporting to the Project Development Officer (PDO), the Temporary Program Development Assistant’s key role is to assist in coordination of development and submission of proposals among other roles.

Specific Responsibilities

1.      Proposal Development: 

·         Maintain pre-PMIS log of up to date information on concepts and proposals under development: e.g. PI, teams involved (internal and external partners), targeted donor, date of submission.

·         Sift through and study calls for proposals, RFAs, RFPs, proposal and donor guidelines and communicate them to scientists to ensure that they are in compliance if and when they start writing.

·         Avail boiler plate/institutional information to PI and team proponents as needed, sourcing it from within PDU or from the various custodians of institutional information within ICRAF.

·         Assist to prepare proposal development timeline -- who should do what by when to meet submission deadlines.

·         Where ICRAF is not the lead partner, assist in the writing of a letter from ICRAF to be signed by the DG partnership that confirms ICRAF’s participation in the proposal; where ICRAF is the lead partner, ensure that each partner on the proposal supplies a letter to ICRAF signed by their CEO for submission with the proposal. 

2.      Facilitate proposal internal review process and follow up on all required actions:

·         Assist to identify the composition of team to review specific proposals.

·         Ensure PI and team have shared proposal draft documents with PDU sufficiently early to allow time for scrutiny by the proposal review team members. (e.g. FSU, CGO, CU, CDU, RMG, Impact and partnerships, SD leaders, regional coordinators and specific scientists).

·         Ensure that the PI and team correctly and comprehensively fill (a) the full cost recovery checklist, (b) the communications checklist and (c) the 51-item proposal checklist (e.g. gender, methodology) – so that the proposal is complete prior to sending to the proposal review team.

·         Prompt members of review team to supply feedback in good time.

·         Support PI and team to address inputs of review team and adjust proposal accordingly so that submission can proceed.

·         Prepare submission checklist and have it signed by FSU, CGO, CU and PDU. Also based on emails, tick that science domains and regions have cleared the proposal. Attach submission checklist to proposal as it goes to DG for approval/signing.

3.      Facilitate proposal editing and submission, ensuring compliance with donor guidelines and ICRAF policies

·         Format and package proposal documents as per ICRAF standards and donor specifications, e.g. proof-reading before submission by PDU staff, consultant, CU focal person; system of page numbering; font size, PDF or word version.

·         Prepare proposal submission cover letter for signature by DG

·         Submit proposals to donors once approved by the DG -- through hard copies, emails or online systems—as per the donor requirements.

·         Pass proposal documents to PDU assistant for uploading on PMIS.

·         Print copy of proposal and archive within PDU.

4.      Proposal submission systems

Ensure ICRAF’s proposal submission online accounts are established as and when required and appropriately maitaintained. User names and Passwords for the accounts should maintained in a self-explanatory database under PDU.  Existing accounts include:

·         DFID/NERC JeS online system;

·         EuropeAid – PADOR online system;

·         EU-FP7 Framework - Participant Identification Code (PIC) system,

·         National Science Foundation (NSF) Fastlane system,

·         Central Contractor Registration (CCR), the U.S. Federal Government official on-line registrant database – maintenance of the DUNS  Account     

·         USAID online  proposal submission and management system

·         World Bank group eConsultantz vendor account maintainace

·         DFID Portal Database Account establishment and maintenance

Qualifications and experience

• At least a Master’s degree in Social Science, Applied Sciences, Business or other or other relevant field of science. A post – graduate diploma/certificate in project management is highly advantageous.

·         At least five years’ work experience in project implementation and management, preferably in an NGO or international organization.

·         Competent in Microsoft tools esp. Word, Excel, PowerPoint, Access, etc.

• Demonstrated ability to work independently within a team.


Excellent communication, planning and organizational skills.

• Ability to work under pressure, meet deadlines and prioritize workloads.


Positive attitude & service oriented.

Terms of offer

This is a temporary position for 6 months starting from 1 June 2013.

How to apply

Go to http://worldagroforestry.org/working-for-icraf/vacancies

Applications will be considered until 17 May 2013.

Please note that only short-listed applicants will be contacted.