The African Climate Foundation

• Provide essential administrative and operational support to ensure the smooth execution of ACF’s Request for Proposals (RFP) process • Assist Project Leads in preparing and formatting RFP documents using approved templates • Ensure RFPs are circulated internally for feedback and approvals before issuance • Coordinate with the Strategic Partnerships & Communications team to apply branding and marking guidelines • Support the setup of RFPs on the Giving Data system, including uploading documents, applicant details, and submission links • Manage communication channels for applicant queries, ensuring responses are documented and shared transparently • Maintain FAQ documents, addenda, and briefing session records on ACF platforms • Schedule and coordinate briefing sessions, ensuring use of approved ACF presentation templates • Provide logistical and administrative support to the Bid Evaluation Committee (BEC), including scheduling meetings, preparing scoring sheets, and consolidating evaluation notes • Track conflict-of-interest declarations and maintain records for audit purposes • Assist in compiling consolidated scoring sheets and recommendation reports • Maintain accurate procurement records, including bid submissions, evaluation reports, contracts, in line with the 5-year retention requirement • Ensure all procurement files are securely archived and accessible for audit • Assist the Grants Team in preparing draft agreements, coordinating inputs from Project Leads and Monitoring & Evaluation staff • Upload signed agreements and reports onto Giving Data and SharePoint • Track reporting deadlines and send reminders to grantees/consultants using approved templates • Support close-out processes by compiling final reports and drafting close-out letters for review.

• Assist Project Leads in preparing and formatting RFP documents using approved templates. • Ensure RFPs are circulated internally for feedback and approvals before issuance. • Coordinate with the Strategic Partnerships & Communications team to apply branding and marking guidelines. • Support the setup of RFPs on the Giving Data system, including uploading documents, applicant details, and submission links. • Develop and manage the annual organisational procurement plan, aligned with project specific plans and timelines. • Lead RFQ, RFP, and tender processes for ACF and Fiscal Hosting partners. • Support Project Leads to select the most appropriate Procurement method in alignment with ACF Policy. • Reviewing ToRs and RFPs for policy, SOP and branding alignment. • Manage the setup of RFPs on the Giving Data Grant Management system. • Advertising bids and managing bidder inquiries. • Consolidating and screening all submissions. • Creating custom evaluation score sheets with the Bid Evaluation Committee. • Coordinating and chairing evaluation panel meetings. • Preparing pricing analyses and bid evaluation reports. • Communicating outcomes to bidders. • Maintaining accurate and complete procurement records. • Ensure adherence to ACF Conflict of Interest Policy. • Support due diligence processes and prepare contract information for legal review. • Oversee preparation and review of procurement documents and purchase orders. • Ensure all procurement activities comply with ACF and donor policies. • Ensure all procurements remain within approved budgets. • Identify and recommend cost saving opportunities. • Ensure adherence to procurement policies, legal requirements, and donor frameworks. • Support internal and external procurement audits. • Facilitate the formation and functioning of the Bid Evaluation Committee (BEC). • Ensure eligibility screening, technical and financial evaluation, and due diligence reviews are conducted in line with SOP criteria. • Consolidate scoring sheets, evaluation notes, and recommendations for Bid Selection Meetings. • Maintain accurate and audit ready documentation. • Build and maintain strong relationships with internal teams, suppliers, and external partners. • Serve as a central point of contact for applicant queries, ensuring transparent and documented communication. • Coordinate briefing sessions and publish FAQs or addenda to clarify requirements. • Maintain ethical conduct by adhering to the RFP Code of Conduct. • Supervise the Procurement Administrator that assists the Grants Team in preparing draft agreements, support the coordinating of inputs from Project Leads and Monitoring & Evaluation staff. • Oversee the tracking of reporting deadlines and send reminders to grantees/consultants using approved templates. • Oversee the close-out processes by compiling final reports and drafting close-out letters for review.

• Following an existing corporate identity and brand guide, create visually compelling designs for a range of materials, including reports, social media graphics and multimedia content. • Ensure strict adherence to ACF’s brand identity guidelines and proactively suggest improvements to strengthen visual consistency across platforms. • Provide templates, style guides, and quick-reference toolkits for staff to use when external design support is not available. • Respond to requests from various ACF departments for design and production outputs. • Design materials for high-level events, donor engagements, and advocacy campaigns, ensuring cultural relevance and audience resonance. • Work closely with the Communications teams to understand design requirements and deliver appropriate solutions. • Assist in the development of creative concepts and contribute to brainstorming sessions. • Produce digital content such as infographics and videos to enhance online engagement. • Explore emerging design formats (motion graphics, interactive content, short-form video, etc.) to broaden engagement with different audiences. • Manage multiple design projects simultaneously, ensuring timely delivery and adherence to deadlines. • Review and proof designs to ensure accuracy and quality before final approval. • Stay updated with design trends and best practices to continuously improve design outputs.

• Strengthening the organisation’s governance, compliance and risk management frameworks • Ensuring ACF operates in accordance with legal, regulatory, donor and internal policy requirements • Supporting the COO and CFO in managing organisational risks • Supporting the development and implementation of organisational governance systems • Maintaining a register of organisational policies • Supporting policy review and update processes • Establishing and maintaining strong contract governance • Monitoring compliance with regulatory requirements • Supporting the development and maintenance of the organisation’s risk management systems • Supporting compliance with procurement policies • Acting as the internal coordination point for legal matters