Awards Management Coordinator

ROLE PURPOSE 

The purpose of this post is support the Awards Manager in the successful management of humanitarian and development awards, from inception to closeout. The position plays a lead role in award information management and shares and coordinates information across departments.

Under the direction of an Award Manager, the Awards Coordinator will be responsible for ensuring that the SCI programme adheres to all its award management obligations internally within Save the Children (SCI) and externally with donors. This will include financial and narrative reporting relating to donor awards and data quality in the Award Management System.  This position is specifically responsible for assigned awards, and will ensure compliance with financial and administrative requirements, donor specific requirements and to make recommendations for improvements.

This role will work closely with Program Implementation/ Operations (Ops), Programme Development and Quality (PDQ), and Finance on 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.

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 country programs; or because they are responsible for implementing the police checking/vetting process staff.

SCOPE OF ROLE

Reports to: Awards Manager

Staff reporting to this post: N/A

Role Dimensions: N/A

KEY AREAS OF ACCOUNTABILITY

Developing self and others; Working effectively with others

• Build relationships with other teams to support the resolution of issues and coordination of deliverables i.e. reports
• Support on the delivery of capacity development trainings of specific award country office staff and partner organizations’ staff (donor compliance, reporting, close outs) 
• Build relationships with the Center’s Global team and support in the escalation of issues if required

Communicating with impact, negotiation and coordination

• Support the development of high quality reports through planning and coordination with Ops, MEAL, PDQ, Finance and other teams 
• Coordinate and review donor reports including adequate planning to ensure deadlines are met
• Communicate and coordinate directly with in country donors (UNICEF, LHF, ECHO, SDC, BMZ, among others) on issues related to agreements, reporting, compliance, amendments, and close outs. 
• Communicate and coordinate with Member contacts to understand and record any changes related to donor compliance requirements and reporting dates 
• Communicate and coordinate with the Global Team on the management of all the humanitarian fund awards (Humanitarian Fund, Directly Received) and on specific Center led programs in the event of occurrence.
• Facilitate award kick off and close out meetings, including a focus on donor requirements and ensure these occur at the start of each award and 3 months prior to the end of the award. 
• Facilitate the monthly Awards Review Meetings (ARM) and lead on minutes taking, dashboard review, and following up on all action points.

Compliance (systems, processes, 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
• Understanding of the Right First Time (RFT) dashboard and its indicators and ensuring those are reported against in a timely manner.
• Understanding of the linkages between AMS and PRIME, SCI’s Project Management system, and ensuring data is properly reflected on both.

Monitoring and analysis

• Financial analysis skills to perform award monitoring processes, highlight financial issues to Overseers and Budget Holders and perform further analysis to resolve issues identified
• Understanding of DRC budget codes and ability to work with Program team to determine appropriate structure
• Facilitating and coordinating with the relevant teams to request and secure award amendments. Cost Extensions (CE) and No Cost Extensions (NCE), including direct discussions with members and in country donors
• Knowledge of donor budgeting formats to support budget holder’s understanding

Partnership Management

• Gather information necessary to set up partnership agreements (Partnership Assessment Tools, Partner Selection Committee, Partner info)
• Lead on drafting, finalizing (approvals/signatures), and archiving/documenting partnership agreements
• Administer AMS related partnership agreement workflows and collect necessary data to keep the system up to date
• Facilitate and coordinate with the field team on all partnership agreement amendments
• Administer partner agreements closeouts with coordination of Ops, finance, and supply chain
• Support on capacity building of partners on awards management topics such as reporting and donor compliance

Portfolio management and strategy

• Support Awards Manager to perform portfolio level monitoring and analysis and follow up/ resolve any identified issues
• Produce management reports and escalate identified portfolio issues in a timely manner

EXPERIENCE AND SKILLS

• Bachelor degree in International Development, Business Administration or Finance 
• Highly developed interpersonal and English communication skills including influencing, negotiation and coaching
• 5 to 7 years of experience managing grants, contracts and sub agreements with knowledge of major funders’ guidelines (e.g. NORAD, SDC, UNICEF, ECHO, AICS, BMZ, LHF among others) 
• Relevant experience managing donor funded projects with International NGO’s particularly those addressing human/children’s rights and those applying partnership approaches 
• Strong analytical skills and strategic planning abilities. Computer literacy and excellent documentation skills are a must
• Ability to proactively identify issues and problem solving skills to address these
• Ability to establish and maintain conducive collegial relations and perform effectively as a member of a team
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
• Excellent time management and planning capacity
• Ability to co-facilitate delivery of capacity building trainings/sessions 
• 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.

FRAUD PREVENTION

The role holder is expected to uphold high standards of integrity and transparency, and will have access to financial, operational, or programmatic resources that require strict compliance with SCI’s Anti-Fraud and Corruption Policy. This includes responsibility for preventing, identifying, and reporting any suspected fraud, corruption, or misuse of resources in the course of their work.

SAFEGUARDING OUR STAFF

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.

HEALTH AND SAFETY

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