Level 1: the post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore, a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.
ROLE PURPOSE: This role will 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: Head of Award Management
Staff reporting to this post: Nil
Budget Responsibilities: Nil
Role Dimensions: Contact with in-country donor representatives and Save the Children member Award contacts
KEY AREAS OF ACCOUNTABILITY:
Developing self and others; Working effectively with others
- Support the Head of Award Management 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. Fulfil the role of Country Office AMS Champion and ensure AMS is up to date for all required documentations and status.
- 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, including risk assessments, 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. Coordinate with Finance Department and compliance team to ensure sub-award/partner expense reconciliations align with award compliance requirements (e.g. reporting dates, end dates). Prepare financial reports for a discreet set of awards, as agreed with Finance.
- 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
- Support, coordinate with other functions for CO statuary and project specific audit
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 of Award Management, 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 ensure proper partner assessment and work with relevant staff to ensure relevant donor requirements are understood by implementing partners (this may include capacity building).
- Ensure that all guidance is up to date and that key changes to Donor regulations are communicated effectively to all key internal and external stakeholders
- Design and deliver trainings relating to key donor contracts and compliance requirements - including ensuring that initial training on compliance is integrated into start-up workshops and training for Program Operations and Logistics staff
- Serve as a resource for Program Operations, Logistics, and Awards staff on compliance issues
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, aligned and phased and have necessary DEAs for effective tracking.
- 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 Head of Award Management on the performance of the portfolio.
- Support the Head of Award Management in the implementation of plans to address any performance issues identified through management information and KPI results.
- Share and follow up relevant AMS information Packs monthly to all project managers and functional leads (reporting schedule, list of awards to be ended with six month, KPI status ,pipe line, close out tracker etc.)
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 relating to business, finance, accounting or international development
EXPERIENCE AND SKILLS
- At least 5 years INGO experience in in-country award portfolio management
- Knowledge of major donors’ compliance requirements i.e In-depth knowledge with practical Experience with USAID, US Government, UN, EuropeAid, ECHO, EU, DFID rules and
- Proven experience in preparing budgets, financial monitoring reports, budgetary systems and controls with strong analytical skills
- 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) including financial & accounting computer applications
- 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
- Experience with Save the Children Award Management System (AMS)
- Significant 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.
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.