Proposal Writer Consultant

Terms of Reference 

Company: Equalise.it  

Title: Consultant / Senior Consultant

Location: Remote

Start Date: January 2025

About Us

Equalise.it (EI) emerged from the enduring legacy of partnerships cultivated by International Conflict and Security Consulting Ltd. (INCAS), the leading and oldest consultancy focused on social impact, peace, and security in transition, fragile, and conflict-affected regions. With a vast network spanning over 20 countries, including national consultancies and NGOs, INCAS has consistently been at the forefront of addressing some of the world’s most pressing issues.

EI, a new specialized service provider within the INCAS group, offers comprehensive business development solutions for organizations in the humanitarian, development, and peacebuilding sectors. Our mission is to drive growth for private and public-sector clients through program design, fundraising support, and tailored business development and grant management advisory services.

Equalise.it is seeking to build a roster of qualified experts to provide expert advisory services to its partners and clients in the following areas:

• Proposal Writing 

• Grant Management 

• Graphic Design

Position Summary

Collaborating closely with EI’s leadership team, the Proposal Writer Consultant will deliver high-quality proposal writing and business development support to help EI clients meet donor requirements and enhance their funding success. Beyond proposal writing, the consultant will contribute to business development strategies, program design, and capacity-building initiatives as needed.

Major Duties and Responsibilities

Proposal Development 

• Provide technical support to clients in designing new projects or programs, advising on sectoral and geographic design approaches. Facilitate coordination with clients’ and INCAS’ experts to integrate their expertise effectively.

• Lead the end-to-end process of drafting, managing, and submitting concept notes and proposals for both INCAS and external clients, ensuring compliance with donor requirements and alignment with client fundraising goals and strategic priorities.

• Assist clients in developing a document library, including templates for past proposals, project references, program overviews, capacity statements, and thematic or strategic documents

• Support clients in developing and refining fundraising strategies, donor mapping, and research to align with organization-wide priorities and long-term vision.

• Collaborate with clients to identify and create strategic visibility opportunities as part of positioning and capture planning efforts, strengthening their competitive edge.

Client Consultation and Support:

• Serve as a focal point for client communications, as delegated, collaborating closely with the client’s team to clarify proposal requirements, respond to inquiries, and ensure thorough follow-through on requests.

• Advise clients on proposal writing best practices, donor engagement strategies, and current funding trends in the humanitarian and peacebuilding sectors.

• Review client-provided materials, offering constructive feedback and identifying opportunities to strengthen proposal strategies and enhance alignment with donor priorities

• Deliver foundational and advanced training workshops for clients, covering essential skills like proposal writing, grant research, and advanced strategies such as capture planning, RFP analysis, and program design. Tailor training sessions to address clients’ specific business development needs.

Quality Assurance:

• Ensure all proposals meet high standards of quality, including relevance, accuracy, and adherence to donor guidelines, while aligning with clients’ strategic objectives.

• Review and refine proposals as needed, ensuring clarity, coherence, and full compliance with donor guidelines, including formatting, budget alignment, and narrative consistency.

Reporting and Documentation:

• Maintain detailed records of all proposals, capturing client and donor feedback to improve future proposals and refine proposal development strategies.

• Report on proposal outcomes, including successes and challenges, to support EI’s continuous improvement efforts and maintain a repository of best practices

The consultant may be required to undertake other duties that align broadly with the above responsibilities, demonstrating flexibility and collaboration within the EI and wider INCAS teams.

Minimum Qualifications and Skills

Essential :

• Bachelor’s degree in international relations, development, peacebuilding, conflict resolution, nonprofit management, communications, or a closely related field.

• Proven experience in proposal writing, ideally within the humanitarian, development, or peacebuilding sectors.

• Excellent writing, editing, and communication skills in English with the ability to adapt messaging to various audiences and clients.

• Strong analytical and project management skills, with a demonstrated ability to handle multiple proposals simultaneously under tight deadlines.

• Ability to work collaboratively within a remote team.

• Highly organized with excellent attention to detail, capable of managing multiple tasks and meeting tight deadlines while coordinating proposal processes

• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google applications (Gmail, Drive, Docs, Sheets), and Internet research, with a focus on efficiency and accuracy.

Desirable:

• Master’s degree in a relevant field is desirable.

• Strong understanding of donor requirements, regulations, and templates, including experience with some major international funders such as foreign governments, multilateral donors (e.g., EU, UN agencies, IFIs) and foundations.

• Substantial experience in designing projects and programs for INGOs, CSOs, or consultancies, including strong knowledge of design, monitoring, evaluation, and learning (DMEL) frameworks.

• Experience leading successful large-scale proposals focused on peacebuilding, humanitarian, or development sectors.

• Proven experience coordinating across diverse stakeholders and geographies to develop collaborative proposals in consortia settings.

• A strong understanding of, and commitment to, the work of local civil society in the HDP Nexus, localisation principles and priorities, including experience with co-designing and collaborating with local partners to tailor program designs to regional contexts.

• Experience in specific thematic areas or regions (Sub-Saharan Africa, MENA, Asia, Latin America) is an asset.

• Experience in capacity building and training facilitation.

• Willingness and ability to travel, as needed, to support in-person proposal design and client collaboration.

• In addition to English, fluency in French, Arabic, or Spanish is an asset.

Specific requirements for a junior-level consultant:

• 2-5 years of experience in writing successful proposals, with a proven track record of winning projects valued at EUR 250,000 or more

Specific requirements for a mid-level consultant:

• 5-10 years of experience in writing successful proposals, with demonstrated skills in leading capture efforts, project design, and overseeing the proposal development process

• Proven track record of winning complex projects with awards exceeding EUR 1 million

Working Conditions & Requirements

• Consultants will be engaged on an ‘as-needed’ basis to complete specific tasks for Equalise.it clients within defined timeframes and deliverables.

• Engagement will be remote, expected to begin in January 2025, with consultants working 8 days a month on average.

• Consultants will be profiled on the Equalise.it website and materials, enhancing their professional visibility as part of our expert team. 

• Compensation will be based on education and experience.

How to Apply if Interested : 

Interested candidates should submit their application via email to [email protected] by December 21, 2024. Applications will be reviewed on a rolling basis. Selected candidates will be contacted to schedule an interview.

Application Requirements:

• Cover Letter: A brief cover letter detailing your interest in and suitability for the role. Please include your thematic and geographic areas of expertise, desired daily rate, working location, and start date availability.

• Curriculum Vitae (CV): A current CV highlighting relevant experience and qualifications.

• References/Samples: References and/or samples of relevant work to demonstrate your expertise.