Program Development and Quality Coordinator Wanted – Nairobi, Kenya


Under the guidance of the East Africa Program Regional Director in Nairobi, Kenya, the Program Development Coordinator will be responsible for all aspects of program development and quality assurance of programming in Somalia and Kenya. The main purpose of the position, which is based in Nairobi, is to coordinate proposals, mobilize resources and ensure timely and quality reporting, as well as to build systems that facilitate and automate the processes behind program development and quality assurance. 70% of time for this position will be dedicated to mobilization of resources and 30% will be dedicated to quality assurance and reporting.


Program & Proposal Development and Representation:

  • Pursue new and routine resource mobilization opportunities for Mercy-USA
  • Anticipate and assist in concept identification and development, and mobilize and lead proposal development teams
  • Stay updated on donor priorities and calls for proposals, and advise the Regional Director on potential fund development opportunities
  • Review and reconcile budgets, outputs and proposal narratives prior to submission
  • Work closely with Finance, Logistics and Procurement and M&E departments in developing specific grant budgets and M&E plans
  • Research and monitor donor strategies and regulatory information, and advice on emerging trends that could affect the programs.
  • Establish and strengthen networks and build collaborative relationships with NGOs and donors
  • Represent Mercy-USA at relevant external stakeholder meetings and take initiative to set up bilateral meetings with potential partners

Program Quality & Donor Compliance

  • Contribute to continuously improving internal grant management systems
  • Maintain an updated database on the status of grant writing and provide regular status update reports to Regional Director
  • Maintain program files and ensure copies of concept notes, proposals, contracts and reports are correctly filed
  • Develop and maintain overview of all grants, donor requirements, rules and regulations, and internal and external deadlines
  • Ensure that all program and support department staff are aware of requirements and conditions of grant agreements, including by providing a help-desk on donor related rules and regulations and delivering trainings
  • Document, analyze, and share lessons learned from proposal writing, reporting and donor compliance processes
  • Continuously apply learning, innovations and best practices from project evaluations, field visit reports and project reports (both internal and external, including other NGO and donors) to new proposals
  • Ensure key controls are in place for effective management of funding portfolio and donor compliance


  • Ensure timely preparation, review and provision of detailed and quality reports on program progress to donors
  • Ensure success stories are systematically shared by the communications department and incorporated into donor reports
  • Support monitoring and assist program teams with implementation or donor compliance challenges
  • Facilitate information sharing and reporting with internal and external audiences

Job Specifications

Essential Qualifications Master’s Degree in Development studies or related field in Social sciences (or, in lieu of a Master’s Degree: Undergraduate degree with minimum 5 years program development work experience)

Desired Qualifications Professional qualification will be an added advantage

Essential Experience

  • At least 3 years of program development experience in a similar position for a humanitarian or development organization
  • Prior fundraising and proposal writing experience with international organizations and experience with humanitarian and development donor requirements (including Somalia donors, such as USAID/OFDA, DFID, UNICEF, WFP, Global Fund, SHF, UNFPA, EAC)
  • Knowledge of the operational context and socio-political dynamics of Somalia and/or Kenya

Desired Experience  Prior humanitarian or development experience in East Africa

Work related skills

  • Strong coordination and interpersonal skills
  • Strong analytical skills (data and financial)
  • Strong verbal and written communication skills and experience in technical proposal writing and reporting
  • Excellent computer skills (including Outlook, Word, Excel)
  • Proven experience in networking with donors and partners to mobilize resources
  • Demonstrated ability to mobilize and coordinate proposal writing teams to meet tight deadlines
  • Demonstrated ability to establish and maintain strong, collaborative relationships with partners
  • Excellent planning and organization skills, self-motivated and able to work under minimal supervision
  • Demonstrated ability to work as part of a team and manage multiple tasks

Personal attributes

  • Accountability – takes responsibility for action and manages constructive criticisms
  • Continuous Learning – promotes continuous learning for self and others
  • Communication – listens and communicates clearly and adapts to the audience
  • Creativity and Initiative – actively seeks new ways of improving programs
  • Leadership and Negotiation – develops effective partnerships with internal and external stakeholders
  • Confidentiality—upholds confidentiality for sensitive information
  • Reliability—be there for colleagues when they need support
  • Professionalism—respect for others, sensitive to diversity and communicate with others respectfully
  • Performance Management – identify ways and implement actions to improve performance of self and others
  • Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility
  • Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
  • Resource Mobilization – works with internal and external stakeholders to meet resource needs of Mercy-USA
  • Multi-tasking—ability to mediate in high-pressure scenarios with competing interests

This job description is meant to be only a representative summary of the duties and responsibilities performed by the jobholder. The jobholder may be requested to perform job-related tasks other than those stated in this description.

The jobholder is expected to perform in a manner consistent with the values and philosophy of Mercy-USA for Aid and Development

How to apply:
The position will close on February 7, 2019; applicants should send their CV’s and cover letters to Only shortlisted candidates will be contacted.

About Mercy-USA

Mercy-USA for Aid and Development is dedicated to alleviating human suffering and supporting individuals and their communities in their efforts to become more self-sufficient. Incorporated in the State of Michigan in 1988, Mercy-USA’s projects focus on improving health, nutrition and access to safe water, as well as promoting economic and educational growth around the world.