ROLE PURPOSE: The purpose of this post is support the Area Office in the planning, securing and managing of both development and humanitarian awards. The position plays the lead role in award information management across departments within the Area Office.
Under the direction of the Head of program operations, Awards Manager and Awards Director, the Awards Coordinator will be responsible for ensuring that the Area Office adheres to all its award management obligations internally within Save the Children and externally with partners and donors. This position is specifically responsible for assigned awards and assigned portions of multi-locational awards, and will ensure compliance with SCI award management core processes, donor specific requirements and to make recommendations for improvements.
Award Management core processes include coordinating kick-off meetings, award monitoring , awards-specific aspects of partnership management, coordinating award closeouts and strengthening donor compliance through-out the award management cycle. This role will work closely with program Implementation, PDQ/MEAL, Supply Chain and Finance. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Deputy Head of Office- NW
Staff reporting to this post: N/A
Budget Responsibilities: none
KEY AREAS OF ACCOUNTABILITY:
- Lead the compilation of the Award Risk Assessment for Area Office proposals;
- Disseminate to area teams relevant award information so that all key contributing staff have a clear understanding of donor requirements and expectations throughout the lifecycle of an award (from opportunity to close-out).
- Lead and facilitate award kick off meetings for Area Office and partner staff (within 30 days of award/PAL activation). Ensure relevant award documentation including meeting minutes are circulated across the relevant teams and also uploaded onto AMS
- Ensure reporting deadlines, implementation period, amendment timing/procedures, audit are clearly presented/discussed at the Kick off meeting and SCI award management policies are well understood and a plan is in place to ensure these are met.
- Coordinate the monthly awards review meeting. Develop overall award analysis for monthly award review meetings with budget holders highlighting key award specific risks.
- Work with budget holders to ensure they develop and implement remedial plans based on agreed action points and closely review achievements in following month.
- Coordinate at area level the development of donor ready budget realignments, amendments, cost and no-cost extension. Ensure such changes are made in close consultation with the relevant Project Managers, Main Office Award staff.
- Communicate and coordinate with Main Office to understand and record any changes related to donor compliance requirements. Build the capacity of area teams and partners on donor compliance
- Take lead in facilitating award close out meetings at area level in a timely manner and in accordance with SCI award management guidelines and that all such meetings documented and meeting minutes filed on AMS and follow up actions done.
- Monitor award specific risks and ensure that the Award Risk (ARAs) are periodically updated and uploaded in AMS.
- Build and maintain relationships with partners and internal departments to support the coordination of reports, provision of technical input into proposals with appropriate costing;
- Ensure all GIK received by the Area Office is processed in collaboration with the Main Office and as per GIK core processes and documentation standards.
- Play as the focal point for the Area Office awards, and make sure that Main Office Award staff are aware of all award management communications with members;
- Support in award management and compliance aspects of Partner Assessments at area level
- Support program managers to prepare sub-award agreement documents and submit final sub-award documents to Main Office Awards for review
- Submit all partner vetting information in a timely way to Main Office Awards Department for legal vetting;
- In collaboration with relevant program staff, support the delivery of award management/donor compliance capacity building to Partner staff so that the partner delivery meets donor expectations and requirements.
- Support award officer to collaborate with relevant program managers and other staff to ensure sub-award documentation are uploaded in AMS and the partner reporting schedule updated regularly.
- Monthly AMS data quality checks to ensure sub-award documentation in AMS is up-to-date
- Tracking sub-awards due for closeout. Ensuring that the area awards officer to carries out all required sub-award closeout tasks prior closeout of the main award.
Compliance (systems, processes, donor)
- Communicate all donor compliance requirements to area teams as soon as the award is active or PAL is issued, and enhance donor compliance through-out the life of the project.
- Disseminate to area teams any changes in specific donor compliance information.
- Accountable for driving AMS data completeness and quality for relevant awards including awards implemented by partners. This including conducting regular check on AMS documentation of all active awards in the area , follow-up with relevant teams and update in AMS any missing documents
Portfolio management and strategy
- Maintain all aspects of data entry and data quality on AMS for Area Office awards and Sub-Awards;
- Provide Awards Manager, Award Director and Head of Office analysis of gaps, forecasts and keep budget holders informed of progress as well as if and when corrective measures are required;
- Produce management reports and escalate identified portfolio issues in a timely manner;
- Support Member visits to Area Office as appropriate
BEHAVIOURS (Values in Practice)
- holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
- sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
- widely shares their personal vision for Save the Children, engages and motivates others
Future orientated, thinks strategically and on a global scale
- builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
- values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to.
- develops and encourages new and innovative solutions
- willing to take disciplined risks.
- honest, encourages openness and transparency; demonstrates highest levels of integrity
- Professional qualification in Business, International Development, Finance/Accounting or similar
EXPERIENCE AND SKILLS
- University degree in International Development, Business Administration or Finance
- Highly developed interpersonal and English communication skills including influencing, negotiation and coaching
- Experience managing grants, contracts & sub agreements with knowledge of major funders’ guidelines (e.g. USAID, ECHO, DFID, SIDA etc.)
- Relevant experience managing donor funded projects with International NGO’s particularly those addressing human/children’s rights and those applying partnership approaches
- Strong analytical skills and strategic planning abilities. Computer literacy and excellent documentation skills are a must
- Ability to proactively identify issues and problem solving skills to address these
- Ability to establish and maintain conducive collegial relations and perform effectively as a member of a team
- Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
- Excellent time management and planning capacity
Availability and willingness to work extra hours during times of humanitarian responses
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
Any employee, consultant, contractor or the supplier undertaking an activity on behalf of SCI must sign the Child Safeguarding – Declaration of Acceptance Form and comply with the SCIs Child Safeguarding Policy which is a statement of SCI’s commitment to preventing abuse and protecting children with whom it comes into contact.
This extends not only to children with whom SCI and its partners work directly, but also includes children whom staff are responsible for. SCI believes that the situation of children must be improved through the promotion of their rights supported and demonstrated by all members of staff. Save the Children International’s Code of Conduct sets out the standards which all staff members must adhere to.
Benefits Package provided to National Staff:
- Salary commensurate with the pay-grade of the position.
- Annual leave
Save the Children
Millions of children are dying from preventable causes, face poverty, violence, disease and hunger. They are caught up in war zones and disasters they did nothing to create. And they are denied an education and other basic rights owed to them.
All children deserve better.
We champion the rights and interests of children worldwide, putting the most vulnerable children first.
With 25,000 dedicated staff across 120 countries, we respond to major emergencies, deliver innovative development programmes, and ensure children's voices are heard through our campaigning to build a better future for and with children.