This role will coordinate implementation of Country Office Partnership framework, work collaboratively with members and other departments of the Country office programme to ensure smooth management of development and humanitarian programme awards, sub awards and contracts.
The person will manage a small team responsible for a discreet portfolio of awards. The position will be also responsible for capacity building of staff and improving internal ways of working.
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 : Director of Award Management
Staff reporting to this post : Direct : Awards Management OfficerIndirect : Awards Management Coordinators
Developing self and others; Working effectively with others :
Support the Award Management Director to support the development and performance of the Award Management team
Support the delivery of capacity building both within the AM team and across the Country Office
Carry out orientations and staff trainings for award management procedures, donor requirements etc for Save the Children staff and partner organisations.
Build relationships across the Country Office, the Region and the Centre and escalate issues as required
Communicating with impact, negotiation and coordination :
Provide coordination support to proposal development and review processes, ensuring all staff inputs happen in timely and effective manner.
Also provide advice on donor compliance requirements to ensure high quality proposals.
Coordinate the processes for donor reporting to ensure that reports are high quality, delivered on time and supported by auditable records.
Maintain effective communications with Save the Children members regarding donor related issues
Lead Award Kick off meetings to ensure that all award information is shared effectively with relevant staff, including field offices and partners
Lead Close out process and work with members to ensure awards are closed out on time
Coordinate with auditors as necessary
Compliance (systems, processes, donor) :
Clear understanding of SCI processes and key donor requirements, and support teams across CO to ensure all opportunities, proposals, contracts and amendments follow SCI processes
Ensure that all appropriate donor formats are available in-country and staff have a clear understanding of donor requirements / expectations throughout the award cycle.
Ensure potential issues and amendment requests are flagged promptly to the Head / Director of Awards, then to donors via the relevant member.
Prepare donor waiver / derogation requests.
Ensure all AMS records are an accurate reflection of current award status at all times, and have all required documentation attached.
Ensure all partners and sub-award agreements undergo legal vetting, are input into and approved through AMS, and work with relevant staff to ensure relevant donor requirements are understood by implementing partners (this may include capacity building)
Monitoring and Analysis :
Co-ordinate the development of fully costed budgets for award proposals
Co-ordinate with respective budget holders (PM / AM) in order to ensure budgets are correctly allocated and aligned.
Ability to analyse financial issues i.e. variances and resolve by collaborating with other teams
Strong financial skills including budget development, and monitoring of spend across award portfolio
Award Management Leadership, Portfolio Management and Strategy :
Ensure award management systems and processes are successfully implemented, and key controls are in place to support effective portfolio management and compliance with donor requirements.
Ensure regular award monitoring across the country office and facilitate regular meetings with key stakeholders to ensure individual award performance is being tracked effectively, and that risks and issues are being recognised and action taken.
Provide regular management information to the Awards Director / Head on the performance of the allocated portfolio.
Support the Director / Head of Awards to in the implementation of plans to address any performance issues identified through management information and KPI results.
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.
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
Min Required Experience :
Min Qualification : Not Specified
Desired Courses : Not Specified
Other Requirements :
Post graduate or Master degree in International Relations, Social Sciences, Project Management and development relevant field
Minimum 5 years work experience in the development sector / with NGOs, with at least 3 years’ experience in partnership based programming
Professional qualification relating to business, finance, accounting or international development
Proven track record of in-country award portfolio management and knowledge of major donors’ compliance requirements
Experience communicating with impact in a complex stakeholder environment
Experience of staff management, supervision and capacity building in Award Management
Proven track record of supporting a senior management team
Problem solving skills to identify and lead the resolution of issues
Good attention to detail and analytical skills
Computer literate (i.e. Word, advanced Excel, Outlook, financial systems).
Cultural awareness and ability to build relationships quickly with a wide variety of people
Patient, flexible, able to improvise and communicate clearly and effectively under pressure
Excellent planning, management and coordination skills, with the ability to organise a workload comprised of varying and changing tasks and responsibilities
Basic understanding of operational programming, including the realities of the context
Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams
Significant experience with NGOs in an international environment
Experience with Save the Children Award Management System (AMS)
Experience on GAC, EU, USAID, ECHO, and DFID funding program
Equal Opportunities :
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.
11th October, 2019.