Award Management Coordinator

The role

ROLE PURPOSE: The purpose of this post is support the Area Office in the planning, securing and managing of both development and humanitarian awards. The position plays the lead role in award information management across departments within the Area Office.

Under the direction of the Head of Awards and the Awards Manager, the Awards Coordinator will be responsible for ensuring that the SRO Office adheres to all its award management obligations internally within Save the Children and externally with partners and donors. This position will ensure compliance with SCI award management core processes, donor specific requirements and to make recommendations for improvements.

This role will work closely with Awards manager and awards team, Program Implementation/ Operations, PDQ, Partnerships and Finance on Award Management System maintenance and management information circulation, 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

SCOPE OF ROLE:

Staff reporting to this role: None

Reports to: Awards Manager - Main Office

Role Dimensions: Program Operations, PDQ/MEAL, Supply Chain and Finance. Will involve working with Members and Donors. The post holder will work closely with all members of the awards management function based in the field and in the main office.

KEY AREAS OF ACCOUNTABILITY:

Awards Management Duties

· Creation of Award records on AMS during the proposal development cycle.

· Support the updating of the Syria Response Office funding tracker in consultation with the Proposal Development team including the updating of proposal packs onto the AMS system.

· Create, maintain and close donor grant files and ensure that the Awards Management filing system is maintained in accordance with established grant management protocols and that all grant documentation is properly filed therein.

· Keep electronic database of all proposals, Fund summaries, contracts, reports, risk assessments, close out checklists, amendments and any other award related document uploaded on the AMS

· Circulating of approved documents to relevant staff and advise the country programme of new Awards and related donor compliance in a timely manner.

· Support the BVA review process by reviewing the portfolio awards and highlighting key issues to the Awards Manager on a monthly basis. This information will be shared with the Area awards coordinators

· Engage relevant members to close awards in AMS.

· Continuous dissemination of key donor requirements to the management team at field office level

· Support the awards manager with regular award management meetings at main office

  • Track awards and sub-awards closeouts in collaboration with area awards coordinators. Maintaining an up-to-date closeout tracker for the country office. Circulate the updated closeout tracker to awards manager on a monthly basis.
  • Ensure all GIK received by the area offices is processed in collaboration with the Main Office per GIK core processes and documentation standards;
  • Support the awards manager with communications with members
  • Coordinate and ensure award close out plans are developed for all the area office awards before the end dates, and coordinate the close out meetings with area awards coordinators as per plan, and ensure AMS is updated accordingly.
  • Ensure monthly closeout tasks are completed prior to the AMS target date for KPI purposes
  • Ensuring AMS is updated prior to KPI due date each month
  • Supporting the South Central team with end-to-end award management including donor compliance, kick-off meetings, award reviews and monitoring, member engagements, amendments preparation, partner management including vetting and contracting, award and sub-award closeout.

Sub-Awards Management

  • In cooperation with the Awards Manager, receive all the documents of Sub-Award Agreement (SAA) package from the other area offices, and compile them together for review and sign off by Awards Manager.
  • Support the Area offices in the process of completing the Sub Award Agreement (SAA) packages and ensure that the required approvals, as per the SCI procedures are met.
  • Coordinate with project managers to draft full packages of the Area Office programme partners' Sub-Award Agreements (SAAs) -or any amendments- according to SCI process and templates, and submit the SAA packages to Awards Manager for the review and approval.
  • Communicate and coordinate with awards manager and Member contacts to understand and record any changes related to donor compliance requirements and reporting dates;
  • Submit all partner vetting information in a timely to SCI compliance and complete the partner vetting in AMS
  • Facilitate and coordinate - when necessary - any communication between the Main Office and the Area Office Program Managers and Finance;
  • Support the delivery of award management/compliance capacity building to Area Office and Partner staff;
  • Track sub-award progress in coordination with area awards coordinators and escalate issues as they arise;

Portfolio management and strategy

  • Maintain all aspects of data entry and data quality on AMS
  • Support Member visits as appropriate.

Management of Award Management System

· Maintain, regularly review and update the AMS throughout the award life cycle. Engage relevant teams in-country to ensure AMS is updated accordingly and that no documentation is missing during award and sub-award closeout stage

· Upload all key award information/documents in AMS using the AMS documentation checklist

· Daily review of AMS and follow-up with approvers to complete workflows in AMS

· Follow up with CD, RO and members on AMS approvals

· Liaise with SCI centre to resolve any AMS issues.

· Keep team informed of AMS system updates

Qualifications and experience

  • Professional qualification in Business, International Development, Finance/Accounting or similar
  • University degree in International Development, Business Administration or Finance
  • Highly developed interpersonal and English communication skills including influencing, negotiation and coaching
  • Experience managing grants, contracts & sub agreements with knowledge of major funders' guidelines (e.g. NMFA, ECHO, USAID, Europe Aid, BMZ, )
  • 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
  • Arabic speakers are preferred
  • 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
  • Availability and willingness to work extra hours during times of humanitarian responses

Contract length:

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

  • No child dies from preventable causes before their 5th birthday
  • All children learn from a quality basic education and that,
  • Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information:

Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at www.savethechildren.net/jobs

We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.

Location: Amman, Jordan

Contract - Full-Time

Closing date: Sunday 22 September 2019

All jobs close at midnight UK time on the date specified

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