ROLE PURPOSE: This role will work collaboratively with Members, Country office departments and Regional Office to ensure smooth management of development and humanitarian programme awards, sub awards and contracts. The person will be responsible for a discreet portfolio of awards and their respective sub awards. The position will be also responsible for capacity building of staff and partners and improving internal ways of working.
The Awards Manager will be responsible for ensuring that SRO program adheres to all its award management obligations internally within Save the Children and externally with donors. This will include vetting and collaborative scoping of partners; supporting proposal development processes, support during the compilation of proposal budgets; ensuring timely and quality data in the Award Management System; drafting sub-award agreements with partners, working with partners to ensure compliance with financial and administrative requirements, donor specific requirements and to make recommendations for overall control environment improvements. S/he will also undertake ongoing review of the portfolio and provide data and metrics to inform decision making.
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 Management Director
Staff reporting to this post: Technical reporting of two Area based Awards coordinators.
Budget Responsibilities: The role will support and monitor a dedicated awards portfolio of $30M-50M per year and require strong leadership and decision making on the high risk portfolio.
Role Dimensions: This position is expected to work cross-departmentally within Syria Response office team. S/he is also expected to work externally with Partners, Regional office and Members.
KEY AREAS OF ACCOUNTABILITY:
Developing self and others; Working effectively with others
- Work as a team member of SRO's Awards Management Department to support the development and performance of Syria Response portfolio;
- Support the delivery of capacity building both within SRO team directly with staff and partners.
- Carry out orientations and staff trainings for award management procedures, schedules and donor requirements for Save the Children staff and partner organisations.
- Build relationships across the functional teams.
- Support the Award Management Director and lead the development of staff performance Objectives, mid-year and annual performance reviews of the Award Management team (direct reportees).
- Support the delivery of capacity building both within the AM team and across the Country Office.
Communicating with impact, negotiation and coordination
- providing advice to the PDRC on donor compliance requirements to ensure high quality submission of proposals and during the inception phase.
- Maintain effective communications with Members, AOs, CO ESMT regarding donor related issues
- Lead Award Kick off meetings to ensure that all award information is shared effectively with relevant staff, including Partners.
- Active participation to awards management monthly reviews at field level and lead monthly awards management meetings facilitation at main office level.
- Lead Close out process and work with AO, CO, Regional Office and Members to ensure awards are closed out on time.
- Coordinate with auditors as necessary.
- Assist in drafting sub-award agreements and modifications, review and approve SGAs, and support the signature by the CO and partners.
- Ensure Sub-award information in AMS is up to update.
- Working with finance to ensure the timely internal review and clearance of all financial documentation and reporting associated with sub-grants.
- Ensure timely and accurate payments are made to partners throughout life of the sub-grants.
- Monitor and facilitate compliance of partner's programs with donor and SCI requirements and raise issues affecting external/internal compliance to the Head of Office and CO Awards team.
- Support the development and review of Sub-Award tools and systems.
- Maintain Sub-Grants Tracker and ensure regular maintenance of sub-grant files, both electronic and hard copy.
- Update internal SCI documentation and provide analysis of current and closed sub-awards.
- Maintain a broad and deep understanding of relevant donor policies, regulations and procedures.
- Proactively identify compliance risks throughout the portfolio and advise programs, support teams and senior management on necessary actions.
- Maintain knowledge of grant agreement language and regulations, serving as a knowledge resource on assigned donors and escalating questions where needed.
- Raise compliance issues proactively with the relevant level.
- In line with AMCP, lead partner sub-award opening meetings, Sub-award regular review meetings, and sub award close out meetings in collaboration with the Awards Coordinators and PMs.
- Clear understanding of SCI processes and key donor requirements, and support team to ensure all opportunities, proposals, contracts and amendments follow SCI processes.
- Ensure that all appropriate donor formats are available in-country and staff and partners have a clear understanding of donor requirements/expectations throughout the award cycle.
- Ensure potential issues and amendment requests are flagged promptly to the Awards Management Director then to donors via the relevant Member.
- Prepare donor waiver/derogation requests in coordination with Awards Management Director and RO Awards.
- Ensure all AMS records are an accurate reflection of current award status at all times, and have all required documentation attached.
- Ensure all partners undergo legal vetting and sub-award agreements undergo review, are inputted into and approved through AMS, and work with relevant staff to ensure relevant donor requirements are understood by implementing partners (this may include capacity building)
- Act as the AMS Champion within the organisation.
Monitoring and analysis
- Co-ordinate with respective budget holders in order to ensure budgets are correctly phased;
- Regularly analyse financial issues i.e. variances and resolve by collaborating with Program teams
- Exhibit strong financial skills including budget development, and monitoring of spend across award portfolio
- Escalate issues of concern on portfolio (sustainability, compliance etc) to Awards Director.
Award Management leadership, portfolio management and strategy
- Ensure award management systems and processes are successfully implemented, and key controls are in place to support effective portfolio management and compliance with donor requirements.
- Ensure regular award monitoring across the Country Office and facilitate regular meetings with key stakeholders to ensure individual award performance is being tracked effectively, and that risks and issues are being recognised and action taken.
- Provide regular management information to the Awards Management Director on the performance of the allocated portfolio.
- Support the Awards Management Director in the implementation of plans to address any performance issues identified through management information and KPI results
EXPERIENCE AND SKILLS
- Proven (10 years) track record of in-country award portfolio management and knowledge of major donors' compliance requirements
- Experience communicating with impact in a complex stakeholder environment
- Experience of staff management, supervision and capacity building in Award Management
- Proven track record of supporting a senior management team
- Problem solving skills to identify and lead the resolution of issues
- Good attention to detail and analytical skills
- Computer literate (i.e. Word, advanced Excel, Outlook, financial systems).
- Cultural awareness and ability to build relationships quickly with a wide variety of people
- Patient, flexible, able to improvise and communicate clearly and effectively under pressure
- Excellent planning, management and coordination skills, with the ability to organise a workload comprised of varying and changing tasks and responsibilities
- Basic understanding of operational programming, including the realities of the context
- Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams
- Deep understanding of Partnership Principles
- Understanding of internal control environment needs related to Syria programming.
- Jordanian Nationality
- Experience with Save the Children Award Management System (AMS)
- Significant experience with NGOs in an international environment
- Arabic Language skills
Save the Children is the world's leading independent organisation for children. We work in 120 countries. We save children's lives; we fight for their rights; we help them fulfil their potential.
We work together, with our partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives.
We are interested in hearing from you if you have experience of working in a similar role in an emergency or you can demonstrate experience of working in similarly complex countries or environments (please outline this in your cover letter).
We offer candidates a competitive salary package which includes both medical insurance, accommodation and other benefits for the duration of their contract.
To apply, please send a covering letter along with up-to-date CV, in English to the link provided. Please note: due to the critical nature of this recruitment, applications will be reviewed as they are received and successful candidates contacted on an on-going basis.
We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.