Job Overview

VACANCY ANNOUNCEMENT

Organization: Save The Children

Position: Awards Coordinator

Number of Vacancies: 1

Location Location:Kathmandu

Job Level: None Specified

TEAM/PROGRAMME: Award Management

GRADE: 3

CONTRACT LENGTH: Fixed-term until December 2019 with possible extension

CHILD SAFEGUARDING:

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:

Save the Children is the leading independent organization for children. We save children’s lives; we fight for their rights; we help them fulfil their potential. We work together, with our partners from civil societies and government, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives. We reach approximately two million population and invest over 30 million US dollars annually to reach more children than ever before, through programmes in Health and Nutrition, Education, Child Rights and Governance and Child Protection, Child Poverty, HIV and AIDS, and Humanitarian.

Award Management connects and coordinates roles and processes during the planning, securing and management of an award and plays a leading role in ensuring awards are well managed and donor compliance requirements are met.

Under the direction of the Senior Awards Coordinator, 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 position will ensure compliance with financial and administrative requirements, donor specific requirements and make recommendations for improvements.

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: Senior Awards Coordinator

Staff reporting to this post: N/A

Budget Responsibilities: N/A

Role Dimensions:

External: This position will work with SCI Member and partners where relevant together with other department.
Internal: Coordination and consultation with other departments for effective program design, planning, thematic integration and execution required.

Description

KEY AREAS OF ACCOUNTABILITY :

As a member of the Awards Team, contribute to:

• The successful and compliant implementation of the awards portfolio.
• Building relationships with other teams to support the resolution of issues and coordination of deliverables i.e. reports
• As a member of the team support to enhance the capacity of the staff/partners through training/coaching in the AMS procedures and skills to operate the AMS and conduct follow ups
• Build relationships with the region and centre and support in the escalation of issues if required

Portfolio Management and Planning:

• Produce management/AMS report

s (Portfolio Analysis, Reporting Schedule, Partnership Analysis Report) and share with upward line of management in a timely manner
• Support Award Manager and/or Senior Awards Manager on the regular award review processes on designated awards

Award Management System (AMS)

• Be accountable for information (both narrative and financial) related to awards including those of partners in AMS
• Ensure the adherence and compliance to the established on line AMS to meet the range of institutional donor/member requirements
• Ensure that all proposals, contracts and amendments are appropriately approved including of partners, that new awards documentation is properly registered and updated on AMS and that any issues with the award management system are addressed promptly and effectively.
• Monitor the operation of the system and recommend for improvements

Proposal Solicitation and Development

• Coordinate and support in developing and managing the implementation of the proposal/concept paper development action plans and regular progress reviews and follow up
• Coordinate AMS approvals and documentation to facilitate timely submission of proposal
• Support the development of high quality proposals through planning and coordination with PDQ, Finance and other teams

Reporting and Liaison

• Under the supervision of the Senior Awards Coordinator, coordinate the timely production of donor-ready reports.
• Review narrative and financial reports and ensure they meet the donor requirements and format.
• Maintain the AMS database of the reports submitted to the donors/members (reports submitted)
• Adherence to the reporting due dates/deadlines and conduct follow ups with relevant departments
• Coordinate in responding to donor queries and requests for information
• Support in training/capacity building on reports as required including partners

Coordination

• Assist/support Awards Managers and/or Senior Awards Coordinator and work with other departments to liaise with SC Member offices as and when required
• Coordinate and review donor reports including adequate planning to ensure deadlines are met
• Support facilitation of award Kick-off meetings led by Awards Manager or Senior Awards Coordinator and the communication of compliance requirements across the CO
• Maintain sub-award tracker with pre-close out awards. Facilitate the close out process for both
• Ensure all AMS records are an accurate reflection of current award status at all times, and have all required documentation attached.
• Ensure that all proposals, contracts and amendments are appropriately authorized including of partners, that new awards documentation is properly registered and updated on AMS and that any issues with the award management system are addressed promptly and effectively.
• 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).

Compliance (Systems, Process, 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
• Ensure potential issues and amendment requests are flagged promptly to the Line Managers Senior
• Ensure all AMS records are an accurate reflection of current award status at all times, and have all required documentation attached.
• Ensuring that all proposals, contracts and amendments are appropriately authorized including of partners, that new awards documentation is properly registered and updated on AMS and that any issues with the award management system are addressed promptly and effectively.

Partnership & Sub-award Management:

• Support program staff to comply with Save the Children’s Partnership policies and procedures. , Work closely with the Partnerships Director to ensure that all staff have an understanding of the sub award templates and that these are used consistently for all partners and sub awards.
• Review sub-award agreement of Partners and provide input as required, ensuring that all necessary documents and annexes are received and recorded on AMS.
• Ensure that all sub-awards are approved through AMS system prior to signing of contracts.
• Ensure all partners and sub-award agreements are timely created and approved on AMS
• Ensure that all adequate attachments are received and recorded on AMS and are retained as part of the award audit trail and SCI’s documentation policies.
• Lead sub award close-out, helping project managers to ensure all tasks are completed as per the close-out checklist and that all required close-out documentations are recorded on AMS.
• Provide support and work with Partnership Unit and Field Offices to ensure smooth management of sub-awards throughout the life cycle of award

Occasional Significant Duties

• Supporting Save the Children’s dual mandate of development programmes as well as in emergency preparedness and response for children
• Represent SC within national and international agencies for as per need including field wor
• Fulfill additional tasks as and when called upon

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

QUALIFICATIONS

• Master’s degree in Management or related disciplines

EXPERIENCE AND SKILLS

• At least 3 years experience in relevant field, preferably in development sector
• Good attention to detail and analytical skills
• Computer literate (i.e. Word, advanced Excel, Outlook, financial systems).
• Patient, flexible, able to improvise and communicate clearly and effectively under pressure
• Excellent documentation skills are a must
• 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
• Ability to proactively identify issues and problem solving skills to address these
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
• 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.

Equal Opportunities:

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

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.

Health and Safety:

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Last date to apply: 14 November 2019