CHILD SAFEGUARDING:
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 the country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
The purpose of this post is to support the Award Coordinator (same functions as in Grants Management) team in the planning, securing, and managing of both development and humanitarian awards both reactively and proactively. The position involves supporting award information management and compliance with systems and processes.
Under the direction of an Awards Manager/Coordinator, the Awards Officer will be responsible for supporting the team to adhere to all award management obligations internally within Save the Children and externally with donors. This position will support the Award Manager/Coordinator with Awards Management System (AMS) management and reports.
This role will work closely with Program Development & Quality (PDQ) and Program Implementation/Program Operations (PI) 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. This role will also support Awards Manager / Coordinator for the sub-award management in AMS as well as related Gift in Kind (GiK) management.
SCOPE OF ROLE:
Reports to: Awards Coordinator
Staff reporting to this post: N/A
KEY AREAS OF ACCOUNTABILITY:
Awards Management:
• Support the internal processes for the preparation of donor reports.
• Support in setting up the award kick-off meetings, including a focus on donor requirements and ensuring these occur at the start of each award and follow up with Budget Holder (BHs) & Program Managers (PMs) and respective departments on the recommendations and action points in the inception phase of the project.
• Support the Awards Coordinator in delivery of capacity building to other teams in the Country Officer (CO).
• Support in build relationships with other departments and ensure partner documents are well prepared and managed based on Save the Children.
• Support Awards Coordinator in award close-out, helping BHs & PMs to ensure all tasks are completed as per the close-out checklist and that all required close-out documentation is kept on file, coordinating the close-out schedule with all relevant departments (log, finance, security, ACCM, HR, admin, BHs & PMs).
• Assist Awards Coordinator in developing supporting documents for new awards (Awards & Sub-awards Risk Assessment).
• Assist Awards Coordinator in Engaging globally in the development of Save the Children systems and processes and the sharing of best practices.
• Ensure that the AMS is effectively maintained and up to date for all awards / partner agreements / including authorization and document retention.
Communicating with impact, negotiation, and coordination
• Coordinate and review donor reports including adequate planning to ensure deadlines are met.
• Communicate and coordinate with Save the Children Member (members) funding portfolio contacts to understand and record any changes related to donor compliance requirements and reporting dates.
Compliance (systems, processes, donor)
• Understanding of SCI processes and other key donor requirements and communication and adherence to these.
• Understanding of the AMS and reporting functions, and AMS is up to date to drive data quality. Liaise with members to ensure that all appropriate donor report formats and compliance notes are available in the country.
• Coordinate the donor’s project specific external audit for projects for AMS related matters and close coordination with Internal Control & Compliance department (ICC),.
• Coordination of reporting deadlines with all departments involved and timely submission to members and in-country donors.
• Review & Coordinate the financial & narrative reports before submission to comply with related Key Performance Indicators (KPIs).
Award Management System (AMS)
• Ensure all partners and sub-award agreements are uploaded into AMS.
• Ensure all reports are uploaded on-timely manner and keep the records of partner KPIs on on-time.
• Ensure award close-out processes are officially completed in AMS.
• Ensure that all opportunities, proposals, contracts, and amendments with donors are processed and approved through AMS and that the system is an accurate reflection of current award status at all times.
Monitoring and analysis
• Financial analysis skills to perform award monitoring processes, highlight financial issues to overseers and BHs & PMs s and perform further analysis to resolve issues identified.
• Understanding of budget codes and ability to work with the PI team to determine the appropriate structure.
• Knowledge of donor budgeting formats to support BHs & PMs r understanding.
• Portfolio management and strategy.
• Work closely with the awards Coordinator / Manager to perform portfolio-level monitoring and analysis and follow up on issues identified and resolve these.
• Produce management reports and escalate identified portfolio issues in a timely manner.
• Work closely with Partnership department.
• Work closely with the Access department to Fill the Introduction letters for all newly activated awards with the support and cooperation of the related stakeholders. .
• Providing Awards related information into the semi-annual Save the Children International Afghanistan (SCI-AFG) report to the Ministry of Economy (MoEc).
Additional
• Deliver high-quality results in line with the agreed ToR (Term of Reference) and develop effective relationships with all stakeholders. .
• Comply with all relevant Save the Children policies and procedures with respect to child protection, health and safety, equal opportunities, and other relevant policies and procedures.
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, take 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, and 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
