Summary
Date Posted: Monday, July 31 2023, Base Salary: Not Disclosed

JOB DETAILS:
SCOPE OF ROLE:
Reports to: Country Director
Key contacts: Budget Holders and Field Programme Managers, Director of Program Operations, Director Programme Development and Quality, New Business development Manager, Awards Finance Coordinator/ Officers, Finance Director, RO Awards, SCI Center awards, SC Members, local donors etc.
Staff directly reporting to this post: none

KEY AREAS OF ACCOUNTABILITY:
Proposal development
• When new funding opportunities are identified by Business Development team, work with them to ensure relevant documentations required as per SCI guidelines is managed in a timely manner and uploaded onto AMS by the Awards/AMS Officer.
• This will involve follow up against a defined check list and close coordination with the PDQ/BDM lead on the development of the proposal and budget and review of operational sections.
• Review all award agreements for management nuances and brief programme management on potential areas of risk, providing a summary of key areas.
• Directly link with the Member for timely issuance of necessary workflow and Fund Summary once award is approved.
• Lead the creation of SCI Directly Received SOFs and AMS approval processes by closely coordinating with RO, Center SCI Led funding teams.
• Work closely with NBD and Finance Director on summary report for presenting to SMT on funding gap analysis.

Awards Management & AMS Management
• Ensure all award cycle processes (opportunity identification to award closeout) are followed through workflows on AMS by the Awards/AMS Officer, including that all relevant information is uploaded in the system and maintained in hard copy.
• Put in place structures to support the effective dissemination of award information so that all key contributing staff have a clear understanding of requirements and expectations throughout the lifecycle of an award (opportunity to close-out).
• Ensure kick off meetings are done promptly for all new awards and that proper coding structure and budgets are communicated to budget holders.
• Lead member and local donor engagement and relationship management as the SCI focal point on awards, coordinate SCI /member reviews and revisions of proposals, budgets and agreements.
• Work closely with NBD on updating pipeline trackers and Provide information directly to the Finance Director on new awards that impact the Master Budget gap analysis on a regular basis.
• Play the lead role in developing overall analysis of budget vs actual expenditures (BVA) for monthly award review meetings with budget holders. Work with budget holders to ensure they develop and implement remedial plans based on agreed action points and closely review achievements in following month.
• Provide advice to staff on budget coding and reallocations in collaboration with Director of Programme Operations (DPO) and budget holders.
• Provide management information (awards summary) to Senior Management Team (SMT) and SC members via a portfolio analysis report on a monthly showing information on pipeline, active, awards under amendment, high risk awards and closed awards.
• Coordinate budget realignments, amendments, cost and no-cost extension requests going to the member and donor in a timely manner.
• Coordinate with program operations to ensure close out meetings are conducted in a timely manner. Ensure that all meetings are minuted and these minutes filed on AMS and follow up actions done.
• Ensure that the Awards Management System (AMS) is effectively maintained, up to date and accurately records the audit trail for all awards and sub-awards.
• Ensure that all Awards are linked in PPM PRIME.
• Ensure PART (Proposal & Award Risk Management Tool) been done timely, reviewed by member office and uploaded on AMS for all opportunities.
• Track and report Match gap to member offices and SLT Particularly PDQ. Work closely with member office on Match Gap
• Understand and analyse Awards Management KPI results, MI & RFT indicator results and provide management information to the SMT and identify improvements that can be undertaken to improve results in the Award Management.

Strategic Portfolio Planning
• Working with the NBD develop strong portfolio analysis, funding assessments and donor landscape mapping.
• Support NBD & PDQ team by supplying necessary portfolio information to develop robust Funding Strategies.
• Ensure accurate and up to date information on the award portfolio is readily available to the SMT and the regional office.
• Working with the Finance Director to ensure that country offices have a clear framework for master budget development, cost allocation, monitoring of award budgets, phasing and forecasting, in particular ensuring alignment between the master budget and the funding tracker.
• Working with Head of development to update the pipeline tracker regularly.

Partnerships – Sub-awards and sub-grantee management duties
• In collaboration with the Operations Director, have the Awards Management team support in undertaking partner assessments, legal vetting on AMS and preparation of partner agreements to ensure donor compliance requirements are factored into this.
• Capacity building and compliance support with all new and existing partners including regular monitoring and systems in place so that partner delivery meets donor expectations and requirements, in collaboration with programme operations.
• Ensure that all partner documentation including reports is uploaded onto AMS through spot checks of AMS data.

Donor Compliance
• Take part in all new award kick- off meetings leading on donor compliance to ensure requirements such as reporting deadlines, implementation period, amendment timing/procedures, audit and SCI award management policies are well understood, and a plan is in place to ensure these are met.
• Ensure potential issues and amendment requests are flagged promptly to donors via the relevant Save the Children member. This may include developing business cases where donor waiver/derogation requests need to be more thoroughly articulated or negotiated with donors.
• Collaborate with the member focal point to ensure that all donor compliance requirements are input into the AMS system before the fund summary workflow is run.
• Lead the donor compliance efforts at the Country level.

Reporting
• Coordinate the Award Management team to ensure accurate and quality progress and financial reports are submitted to members and donors according to set timelines.
• Review all grant reports before being submitted to member/donor.

Staff Management, Mentorship, and Development
• Support the Award Management team to strengthen knowledge and capacity of staff across all functions to manage awards and comply with donor requirements as relevant to their role by providing induction, training and coaching consistent with their various roles and responsibilities.
• Manage performance of direct reports in the awards management work area through:
• Effective use of the Performance Management System including the establishment of clear, measure able objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations.
• Coaching, mentoring and other developmental opportunities.
• Recognition and rewards for outstanding performance.
• Documentation of performance that is less than satisfactory, with appropriate performance improvements/workplans.

DESIRED COMPETENCIES
Delivering Results
• Translates complex contextual information into planning and achieving results effectively.
• Ability to take a range of potentially complex and conflicting information and make decisions.
• Designs and reviews large and complex operations to ensure maximum impact.
• Ensures measures and metrics are in place to track performance in large and complex programmes.
• Establishes clear and compelling objectives with teams and individuals and monitors progress and performance.
• Holds others accountable for achieving results and challenges underperformance.

Working effectively with others
• Puts mechanisms in place to ensure effective collaborative working across boundaries.
• Enables people from a wide range of backgrounds and perspectives to contribute to positive outcomes.
• Breaks down silo working and challenges behaviours that are not collaborative.
• Knows when to follow and lend leadership to strengthen other leaders.

Problem Solving and decision making.
• Identifies and addresses root causes of long-term problems facing the country programme.
• Brings in external perspective to ensure strategic decision making remains relevant and future focused.
• Provides a strategic framework to support decision making.
• Explores and analyses external trends and their potential impact on strategic choices.
• Takes calculated risks and has the courage to stand by decisions despite resistance.

Leadership and Developing Others
• Delivers needs-based results in complex and fast-changing contexts.
• Evaluates the opportunities and risks of each idea and solution to make informed strategic decisions.
• Demonstrates managerial courage by willingness to confront difficult situations and take potentially unpopular decisions.
• Actively encourages a team environment where team members feel able to contribute, champion or challenge decisions.
• Conveys complex strategic issues with clarity, brevity and confidence.
• Develops and implements processes to ensure that the workplace is inclusive, and the talents of individuals are harnessed to achieve individual and organisational success.

QUALIFICATIONS AND EXPERIENCE
Essential
• Post graduate qualification in Finance management, Grants manage mentor equivalent.
• At least 5 – 7 years’ experience in a similar position.
• Excellent planning, management and coordination skills, with the ability to organise a demanding workload comprised of diverse and challenging tasks and responsibilities.
• Proven track record of active contribution toa senior management team and providing strategic support across multiple sectors and/or regions.
• Extensive experience with NGOs with increasing responsibilities including a proven experience of establishing and running the award management function in the field.
• Knowledge of the requirements of major institutional donors including budgeting, eligibility issues, compliance management, and reporting.
• Experience of engaging with donors at country strategy levels.
• Experience of and well-developed skills in staff management and supervision. Proven strong coaching and capacity building skills.
• Very strong capacity for attention to detail, problem solving, and analysis of trends.
• Computer literate(i.e., WORD, advanced Excel, Outlook, Internet Explorer, financial systems).
• Cultural awareness and ability to build relationships quickly with a wide variety of people.
• Patient, adaptable, flexible, able to improvise and remain responsive and communicate clearly and effectively under pressure.
• Strong communication (written and spoken), and inter personal skills in English, with experience in managing multicultural teams.

Desirable
• Experience with Save the Children award management policies, procedures and systems and Save the Children’s award management system(AMS).
• Understanding of how to produce financial reports from Save the Children’s overseas accounting software (Agresso).
• Experience of project management, M&E management or funding coordination.


Work Hours: 8

Experience in Months: 60

Level of Education: Postgraduate Degree

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