Awards CoordinatorSave The Children
The purpose of this post is to support the Awards Manager (AM) in ensuring that the SCI Myanmar programme adheres to all its award management obligations internally within Save the Children and externally with donors. Under the direction of the AM, the Awards Coordinator will work closely with Program Implementation/ Operations, PDQA and Finance colleagues to coordinate proposal development, submission of financial and narrative reporting, monitoring and analysis and ensuring compliance with organisational and donor specific requirements.
This position is specifically responsible for a portfolio of medium to high risk awards and will be the main point person for these donors and awards. The Awards Coordinator plays a lead role in award information management, driving forward KPIs and shares and coordinates information across departments. The post holder supports others to be compliant and makes recommendations for improvements. This role also requires the post holder to represent SCI externally to donors and partners.
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: Awards Manager
Direct Reports: None
Financial Approval: No financial approval
External Representation: Regular contact of basic factual information
Travel: Occasional (up to 5 days every month)
KEY AREAS OF ACCOUNTABILITY :
• Build positive working relationships with other teams in the Country Office (PI, PDQ, Humanitarian, Finance, HR, logistics etc) and outside the office (SC Member point person and TAs) to coordinate and support the development of high quality proposals using relevant SCI Awards Management tools and guidance (Joint Opportunities Assessment Tool, Awards Risk Assessment, Proposal Development Plan).
• Under direction from the line manager, the Awards Coordinator will coordinate roles and responsibilities and agree on timeframes for proposal development of Medium to High Risk Opportunities and hold people to account on deliverables.
• To ensure all key stakeholders have the up to date donor formats and guidelines and are orientated to them.
• Coordinate closely with Budget Holders, operations teams and finance as well as other stakeholders to support compilation of accurate proposal budget and assess whether all necessary costs have been included.
• Review proposal budget and narrative to ensure consistency and highlight any revisions required.
• Coordinate with Members to ensure timely submission of proposals.
• Ensure the Award Management System (AMS) is updated in a timely manner with relevant opportunities and proposals and ensure the appropriate supporting documentation is attached. Manage AMS workflows.
Partner Assessments and Agreements
• Lead, or support line Manager, with organisational assessments of Partners as per SCI Awards Management procedures
• In coordination with Heads of Programme draft Partner Agreements/MOUs with relevant Annexes and take through signing processes
• Contribute to Capacity Building of Partners as required and identified in Assessments.
• Represent SCI to partners and negotiate on contract/award amendments as required
• Ensure all key documents are filed accordingly
• As required liaise with the donor/Member for clarification and confirmation of final budget figures, payment schedules and narrative/financial reporting dates. Documentation of agreements to be captured on AMS and filed accordingly
• Create Donor Reporting Codes (DRCs) on AMS
• Work with finance team to support/advise them on DEA Code assignment and communication with field offices on allocated budget.
• Review Fund Summaries produced from AMS, checking for consistency of information
• Produce Donor Compliance Checklists and Summarise in writing, key reporting and compliance requirements including potential issues for Award Kick Off Meetings.
• Coordinate with respective budget holders and finance in order to ensure budgets are correctly allocated and aligned.
• Support Head of Programme/Budget Holder to hold Award kick off meetings and ensure these take place within 30 days of the grant being activated on the AMS system, as per KPI.
• Coordinate processes related to Amendments, NCEs etc on awards.
Regular award reviews and Donor Reporting
• With the Award Manager, lead the award monitoring processes on designated awards
• Coordinate the process for financial and narrative reports through circulation of timely reminders to Budget Holders/Programme Managers
• Coordinate the finalisation of donor reports ensuring consistency between narrative and financial reports and that they meet quality standards
• Collaborate with Finance Team and Budget Holders to ensure donor budget lines as per the contract are in line with the financial system (i.e. amounts have not changed as a result of new income instalments at different rates being received).
• Highlight critical financial issues such as over/under spends to Managers and Budget Holders, and follow up in writing when discussed verbally.
• Provide technical support to Managers and Budget Holders on Monitoring issues and budget revising (if required).
• Monitoring of Award Payment Schedules and Income Requests for respective portfolio, working closely with finance to ensure this done in a timely manner. Submitting to donors as needed and maintaining AMS with up to date information.
• Communicate and coordinate with SC Member contacts to understand donor compliance requirements relating to award portfolio including budgeting and reporting, and ensure deadlines are met
• Prepare donor compliance checklist for awards and facilitate effective Awards Kick Off Meetings
• Assist in training and capacity building related to SCI Awards Management/donor compliance as required
• Work with other departments (i.e. Finance and Program Operations) to ensure all documentation required is ready and available for audits (e.g. vouchers, distribution lists)
• Collaborate with Deputy Director of Finance on Awards Audits and maintain AMS accordingly.
• Coordinate Close Out of Awards in a timely manner and in line with SCI and donor processes and procedures
• Award coordinators will be required to visit Regional and/or field offices to support with capacity building of staff and partners and monitoring purposes.
• Work with Awards Assistant to Maintain adequate filing systems by providing all key documentation required
• Assist line Manager as necessary, including representation and attendance at meetings as required, minute taking and coordination with teams to follow up action points identified.
• Ensure data and information in Award Management System is kept up to date so that monthly Awards Key Performance Indicators (KPIs) are both accurate and meet the global targets
• Support the co-ordination of ensuring correct maintenance of awards tracking sheet.
• Awards will be assigned as per line manager requirements and may vary over time.
Child Safeguarding Responsibilities
• Develop and pilot practical day-to-day approaches to increase awareness, commitment and interest in child safeguarding amongst staff members.
QUALIFICATION, EXPERIENCE AND SKILLS
• At least 5 year experience in related field
• Bachelor Degree (3 years + education post-secondary school). University degree in International Development, Business Administration or Finance
• Experience of grant/contract management & sub agreements with knowledge of major funders’ guidelines (e.g. USAID, ECHO, DFID, DFATD, UNICEF, WFP etc.)
• Excellent interpersonal and English communication skills including influencing, negotiation and coaching
• Excellent personal organisational skills, including time management, and ability to meet deadlines and work under pressure
• Patient, adaptable, flexible, able to improvise and remain responsive and communicate clearly and effectively under pressure
• Ability to work collaboratively with colleagues across the organisation and coordinate across multiple stakeholder groups (including those based remotely) developing effective working relationships to deliver outstanding results for children
• High level of Computer literacy and excellent documentation skills
• Ability to proactively identify issues and problem solving skills to address these
• Willingness to travel to regional/field offices and work in difficult environment according to travel requirements
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
• Commitment to and understanding of Save the Children’s aims, values and principles.
• Willingness and capability to comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities and other relevant policies, including the Child Safeguarding Policy