Awards Coordinator

Job
from Save the Children
Closing date: 27 Feb 2018

The role

TEAM/PROGRAMME: Ukraine CO

GRADE: 3

LOCATION: Slovyansk, Ukraine

CHILD SAFEGUARDING: Level 3. The responsibilities of this post may require the post holder to have regular contact with children and young people. In the overseas context all posts are considered to be level 3. As part of these responsibilities the post holder will support the establishment of child safeguarding systems, promote a culture of keeping children safe, and ensure that potential harm to children (by our own staff and/or as a result of how we do our work) is identified and addressed on an ongoing basis. The post holder should report and respond to interventions as determined by position related responsibilities identified in the Child Safeguarding Policy.

ROLE PURPOSE: This role will work collaboratively with members and other departments of the Response programme to ensure smooth management of humanitarian programme awards, sub awards and contracts, focusing on donor compliance and accountability. The role has the following main aspects to it:; capacity building of staff in their award management professional development and contributing to the development and advancement of award management processes and systems.

SCOPE OF ROLE: Reports to: Program Operations & Risk Manager Role Dimensions: Emergency Response of expected $5-7M with 50 staff in both capital and field location; multi-sectorial interventions namely - Child Protection/Psychosocial; Shelter/NFIs; FSL and Education.

KEY AREAS OF ACCOUNTABILITY :

Award Management

  • Ensure that award management systems and processes are successfully implemented across the life of award and key controls are in place to support effective management of the funding portfolio and compliance with the donor requirements.
  • Support the coordination of proposal development to the PDQ Team, ensuring all staff inputs happen in timely and effective manner and advice on donor compliance requirements to ensure high quality and on time proposals.
  • Facilitate Award Kick-Off meetings to ensure that all award information is shared effectively with relevant staff across the country office (including field offices) and partners.
  • Establish systems for regular award monitoring across the country office and facilitate regular meetings with key stakeholders to support the Program Implementation Team to ensure that performance on individual awards is tracked effectively, risks and issues are flagged and action taken as appropriate.
  • Support the finance team on monitoring of award budgets, phasing and forecasting.
  • Coordinate the processes for donor reporting to ensure that reports are high quality, delivered on time and supported by auditable records. This includes assistance in preparation of donor financial reports.
  • Maintain effective communications with Save the Children members, providing them with timely updates on their awards and flagging potential issue promptly.
  • Provide regular management information to the SMT on the performance of the country office portfolio.
  • Maintain a reporting tracker and share regularly with stakeholders within Save the Children Ukraine
  • Manage award closeout planning and processes.

Donor Compliance

  • Support all functions to ensure donor requirements are understood and complied with.
  • Ensure that all appropriate donor formats are available in-country and that key contributing staff have a clear understanding of donor requirements and expectations at the proposal, kick off, amendment, reporting, close out and audit stage of awards.
  • 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.
  • Work with internal and external auditors as necessary.

Partnerships

  • Work with Partnership management staff to ensure all implementing partners undergo legal vetting and capacity assessment prior to commencing work with Save the Children, are engaged with appropriate agreements and effective monitoring systems are in place so that partner delivery meets donor expectations and requirements.
  • Work with program staff to ensure relevant donor requirements are effectively communicated and understood by implementing partners.

Award Management System (AMS)

  • Ensure that all opportunities, proposals, contracts and amendments with donors are processed and approved through AMS and the system is an accurate reflection of current award status at all times.
  • Ensure all partners and sub-award agreements are input into AMS.
  • Ensure that all adequate attachments appear on AMS and are retained as part of the award audit trail

Capacity Building:

  • Carry out orientations and staff trainings for award management procedures, donor requirements etc.

SKILLS AND BEHAVIOURS (SCI Values in Practice):

Achieving results effectively

  • Ensures efficient and transparent use of resources in accordance with internal controls
  • Demonstrates flexibility to adapt plans and make decisions in rapidly changing environments
  • Actively manages risk and takes action to reduce risk.
  • Makes changes to improve performance as a result of information received.
  • Creates measures and metrics to track performance.
  • Documents lessons learned and applies them to future projects
  • Maintaining and developing collaborative relationships
  • Establishes clear objectives with teams and individuals and monitors progress and performance

Operating safely and securely

  • Undertakes effective risk assessments and develops contingency plans
  • Takes appropriate, coordinated and consistent action to handle situations of personal risk and risk for others
  • Reduces vulnerability by complying with safety and security protocols set by the organisation

Managing yourself in a pressured and changing environment

  • Remains focused on the objectives and goals in a rapidly changing environment
  • Suggests creative improvements and different ways of working
  • Demonstrates personal integrity by using one's position responsibly and fairly
  • Makes time to learn from experience and feedback and applies the lessons to a new situation

Leadership and Developing Others

  • Delivers results and always acts with the beneficiaries in mind.
  • Adapts plans and approaches based upon awareness of the external context
  • Takes responsibility for own development, and actively takes steps to better understand and address own strengths and weaknesses.
  • Works to ensure that the workplace is inclusive and the talents of team members are harnessed to achieve individual and organisational success.

Qualifications and experience

Essential

  • Proven track record of supporting a senior management team
  • Knowledge of the requirements of the major donors and experience in reporting to donors.
  • Good attention to detail and analytical skills.
  • 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.
  • Excellent planning, management and coordination skills, with the ability to organise a workload comprised of varying and changing tasks and responsibilities.
  • Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams.
  • Fluency in English

    Desirable

  • Experience with Save the Children award management system (AMS).

  • Significant experience with NGOs in an international environment.

  • Understanding of how to produce financial reports from Save the Children's overseas accounting software (Agresso)

  • Russian or Ukrainian language skills.

Contract length: 6 months (with possibility to be extended)

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.

How to apply:

Application Email: Please apply with a covering letter and up-to-date CV to: 'O.Nechyporko.51234.3830@savethechildrenint.aplitrak.com'