ROLE PURPOSE:

The purpose of this post is to support the Award Management Director and Award Managers in the planning, securing and managing of both development and humanitarian awards. The position plays a lead role in award information management, shares and coordinates information across departments.

Under the direction of an Award Manager, the Awards Coordinator will be responsible for ensuring that the SCI programme adheres to all its award management obligations internally within Save the Children and externally with donors. This will include financial and narrative reporting relating to donor awards and data quality in the Award Management System. This position is specifically responsible for assigned awards, and will ensure compliance with financial and administrative requirements, donor specific requirements and to make recommendations for improvements.

This role will work closely with Program Operations, PDQ and Finance on proposals, financial and narrative reporting, monitoring and analysis, and compliance processes. 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: Awards Manager – Emergency Response

Staff reporting to this post: None 

Role Dimensions: Supports the Awards Manager in managing a discrete portfolio of emergency response awards. Required to navigate matrix management across Operations (Addis, Regional Hubs, Area Offices, Humanitarian Department, Logistics), Support Functions (Finance, HR, Admin) , PDQ/PDU and Peers (Awards Unit).Key stakeholders include – Awards Manager, Senior Awards Manager, Awards Director, Humanitarian Director and Response Managers, Program Operations Directors, Program Operations Managers, Finance Director, Head of Financial Reporting, Head of Budgeting, and others. 

KEY AREAS OF ACCOUNTABILITY :

Developing self and others; Working effectively with others

• Build relationships with other teams to support the resolution of issues and coordination of deliverables i.e. reports
• Support the delivery of capacity building to other teams in the CO and to Partner organizations
• Build relationships with the region and center and support in the escalation of issues if required

Communicating with impact, negotiation and coordination

• Input to the Program Development Unit (responsible for proposals) advising on donor compliance requirements in implementation, to ensure resource and management of the compliance requirement is catered for in design and budget.
• Input to Award Risk Assessments at design stage, and ensure regular review and update throughout the life of award.
• Coordinate and review donor reports including adequate planning to ensure deadlines are met
• Communicate and coordinate with Member contacts to understand and record any changes related to donor compliance requirements and reporting dates
• Work with the Awards Manager, other functions, and members as necessary to ensure awards are closed out on time.
• Support the Awards Manager to coordinate award audits for the emergency awards.

Compliance (systems, processes, donor)

• Understanding of SCI processes and other key donor requirements and communication and adherence to these
• Understanding of the Award Management System (AMS) and reporting functions, and ensure AMS is up to date to drive data quality
• Accountable for driving AMS data completeness and quality for relevant awards, ensuring no gaps in information.
• Responsible for following up on all AMS/award deliverables (reporting on time, record completeness, Fund Summary active on time, etc.), for main award and partners including:
• Track all funding opportunities through to donor agreement and donor reporting all the way until award is officially closed
• Capture partner/sub-grant information
• Capture donor information
• Capture project/sub-theme information
• Stores document for grant records
• Capture approvals by members and SCI
• Update Key Persons (budget holder/program manager, lead award focal point, technical advisor in country (specialist))
• Update Implementing Locations (Member Program Location) and ensure Humanitarian Response Code is properly captured
• Upload all key documents and communications throughout the award cycle
• Support kick off meetings led by the Award Manager and the communication of compliance requirements across the CO
• Ensure escalation of non-compliance issues (donor and SCI processes incl. KPI non-delivery) to the Awards Manager.
• Prepare partner/sub-award records and agreements, presenting to the Awards Manager/Director for agreement review, and manage the corresponding workflows and legal vetting.

Monitoring and analysis

• Ensure that once approved/activated, that award is open in Agresso
• Understanding of DRC budget codes and ability to coordinate meetings between Program Operations and Finance at the start of award to set up appropriate coding structure. Ensures budget coding is set up within 1 week of award activation.
• Work with Operations team and budget holders to ensure budgets are correctly understood and shared with Financial Reporting and Budgeting teams to incorporate into master budget and charging matrix for correct salary and support cost allocation.
• Generate budget vs actual reports for the Budget Holder (until handover to Financial Reporting Unit); Financial analysis skills to perform award monitoring processes. Conduct initial analysis before sharing with Budget Holders, highlight financial issues to Overseers and Budget Holders.
• Hold monthly award meetings with Budget Holder at field and Addis level, perform further analysis to resolve issues identified, draft/document minutes and actions and follow up on action completion with Budget Holders and support staff.
• Knowledge of donor budgeting formats to support budget holder understanding
• Support Awards Manager to ensure amendments comply with Donor, SCI Ethiopia and local law requirements and coordinate internal review and approval process (including budget review and sign off by Finance budgeting team, and AMS approvals) before donor submission.

Portfolio management and strategy

• Support AM Manager to perform portfolio level monitoring and analysis and follow up issues identified and resolve these
• Produce management reports and escalate identified portfolio issues in a timely manner
• Support Award Manager on the regular award review processes on designated awards

Income and Debt Management

• Follow up on income due from donors where funds are received in country
• Inform Finance regarding expected funds and when funds are received inform Member of the receipt

KEY COMPETENCIES – Save the Children competency framework

• Delivering Results (Accomplished)
• Developing Self & Others (Accomplished)
• Problem Solving (Accomplished)
• Applying tech & professional expertise (Accomplished)
• Working effectively with others (Skilled)
• Communicating with impact (Accomplished)

BEHAVIOURS (Values in Practice)

Accountability:

• 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.

Ambition:

• 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.

Collaboration:

• 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.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

Job Requirements

• Minimum Bachelor’s Degree in Business, International Development, Finance/Accounting or similar
• Professional Qualification in related area

Essential

• At least 5 years of proven track record of in-country award management and knowledge of major donors’ compliance requirements, out of which 3 years of grant analysis/reporting or program management.
• Specific experience with donors such as UNOCHA HRF, UNICEF, UNHCR, OFDA, BPRM, DFID, ECHO, NORAD,
• 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
• Able to proactively identify issues and problem solving skills to 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. Willingness and ability to dramatically change work practices, flexible in working long hours and ability to work with surge teams.
• Patient, flexible, able to improvise and communicate clearly and effectively under pressure, with excellent interpersonal skills.
• Excellent planning, management and coordination skills, with the ability to organize a workload comprised of varying and changing tasks and responsibilities within tight timeframes.
• Basic understanding of operational programming, including the realities of the context
• Strong communication (written and spoken), and interpersonal skills in English, with experience in working with multicultural teams. Excellent team player, 

Desirable

• Experience in Award Management System (AMS)
• Experience with NGOs in an international environment

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.

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.

How to Apply

The Organization

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. 

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.

Application Information:

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations. A copy of the full role profile can be found at https://stcuk.taleo.net/careersection/ex/jobsearch.ftl

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.