Awards Management Coordinator
TYPE OF CONTRACT:National Fixed term
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.
The purpose of this post is support the Head of award management in the planning, securing and managing of both development and humanitarian grants across East and Southern Africa. The position plays a lead role in award information management and shares and coordinates information across departments.
Under the direction of the Head of award management, 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. They will also provide wider systems support as needed, including support to project management, monitoring and evaluation, and partnership management as they relate to SCI systems. Provide remote support to the award managers in the region in planning securing and managing awards with dedicated support on high risk awards, providing analysis, compliance, capacity building and monitoring of all phases of awards.
SCOPE OF ROLE:
Reports to: Head of award management
Dimensions: Save the Children works in 12 countries in East and Southern Africa (Kenya, Somalia, Uganda, Rwanda, Sudan, South Sudan, Tanzania, Ethiopia, Zambia, Zimbabwe, Mozambique, Malawi) with a current staff complement of approximately 3500 staff and current expenditure of approximately $300 million each year
Staff directly reporting to this post:\*None*****
KEY AREAS OF ACCOUNTABILITY :
People and teamwork
- Build relationships with regional teams to support the resolution of issues and coordination of deliverables i.e. provide award management reports
- Build relationships with centre and member by providing support in the escalation of issues if required and maintenance of the regional office issues log
· Schedule and hold monthly monitoring meetings with country office award management teams which will feed into the EA regional operations/centre management meetings.
Award Management analysis and sub-awards management
- Work with the regional Finance/operations teams to review awards portfolio BVAs, analyse country offices reports and commentary, with a focus on programmatic and operational delivery generated variances.
- Support the head of award management in overseeing the cross-functional review of all relevant/high risks awards and sub-awards agreements at regional office level with focus on process quality and risk assessments.
- Support in providing timely and relevant analysis, management reporting and insights.
- Act as focal point for all regional awards outside the RMPCU structure including AMS maintenance of awards throughout the award cycle.
- Provide monthly award management update reports to the regional operations teams for follow up in the country offices
Operational Award Management
- Monitoring and maintaining the awards pipeline for multi-country awards, pooled funding and any other award managed by the region
- In collaboration with the Senior Operations Advisors ensure that all costs are built to support the management of multi-country grants and validate/provide overall grant risk assessment
- Responsible for co-ordinating, collating donor reporting and amendments and monitoring these awards
- Monitor country office award management key performance indicators and follow up on award management actions plans with relevant awards staff.
Compliance (systems, processes, donor)
- Support and contribute to global AMS initiatives (Regional AMS champion) and roll out updates to country offices and have regular calls to discuss regional AMS issues and best practices.
- Drive AMS data quality in the region by ensuring AMS system is an accurate reflection of current award status at all times; including partner sub-awards and all attachments.
- Support kick off meetings led by the CO Award Manager and the communication of compliance requirements across the CO
- Develop donor compliance review checklists and follow on quarterly basis to ensure the regional programme and Country Offices are aware and compliant.
- When needed, coordinate with Save the Children members to ensure donor compliance information is up-to-date and available to programmes and partners
- Coordinate regular essential standards review within the quality framework**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
· 3 years’ experience managing grants, contracts & sub agreements with knowledge of major funders’ guidelines (e.g. USAID, ECHO, DFID, CIDA, SIDA etc.)
· Relevant experience managing donor funded projects with International NGO’s particularly those addressing human/children’s rights and those applying partnership approaches
· Internal audit background desired but not mandatory
· Strong analytical skills and strategic planning abilities. Computer literacy and excellent documentation skills are a must.
· Ability to establish and maintain conducive collegial relations and perform effectively as a member of a team.
· Availability and willingness to work extra hours during times of humanitarian responses.
· Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
· Highly developed interpersonal and communication skills including influencing, negotiation and coaching
· Experience of working with implementing partners and managing partner sub awards/grants
· Excellent time management and planning capacity
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.]
Please send a copy of your CV with a cover letter to EA.firstname.lastname@example.org
Application closes 9th November 2015 at 5:00pm.
- Organization: Save the Children
- Location: Nairobi
- Grade: Mid level
- Management, Administration and Finance
- Closing Date: 2015-11-09