Dec 18, 2020

Awards Manager – Emergency Response

  • Save The Children -Ethiopia
  • Addis Ababa, Ethiopia
FULL_TIME NGO Jobs in Ethiopia

Job Description

Position - Awards Manager – Emergency Response

ROLE PURPOSE:
Working under the leadership of the Senior Awards Manager (Unit Deputy), this role will work collaboratively with members and other departments of the Country Office programme to ensure smooth management of humanitarian program awards, sub awards and contracts. 


• This role will manage a small team responsible for a portfolio of complex humanitarian awards.
• The position will be responsible for capacity building of staff and improving internal ways of working for the emergency portfolio.
• The person will be expected to vary working hours accordingly during a major humanitarian emergency
• Establish responsive, quality awards management for humanitarian awards within SCI Ethiopia to support emergency response.
• Will be responsible for participating in proposal development teams, referring to the portfolio analysis, funding tracker and identified thematic and geographic gaps, ensuring donor compliance is considered at design,
• Responsible for monitoring programmatic and financial progress, coordination and review of internal and donor facing reports.
• Ensure the donor and the SCI requirements are adhered to, internal monitoring systems of awards are in place, and there is timely production of program and financial award reports.
• The post holder will work closely and support Budget Holders and project managers on all the awards assigned to them
• Will ensure all work flows are processed in AMS in a timely manner for the awards assigned to them and maintain hard copy files.

KEY DUTIES & RESPONSIBILITIES
Developing self and others; Working effectively with others
• Support the Award Director to support the development and performance of the Award Management team
• Support the delivery of capacity building both within the Emergency AM team and across the Country Office
• Carry out orientations and staff trainings for award management procedures, donor requirements etc… for Save the Children staff and partner organisations.
• Build relationships across the Country Office, the Region and the Centre and escalate issues as required

Portfolio management
• 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.
• Prepare monthly overview data on Humanitarian Awards portfolio for accurate visibility of pipeline, approved, active and closing out awards by location, SOF, theme, including visibility of gaps in humanitarian master budget for future proposal development.
• Ensure regular award monitoring across the country office and hubs (award level performance and emergency award KPIs), and facilitate regular meetings with key stakeholders to ensure individual award performance is being tracked effectively, and that risks and issues are being recognized and action taken in a timely manner.
• Ensure amendments or extensions are handled in a timely manner, in line with donor requirements, providing advice to the program operations and humanitarian teams to ensure effective response implementation and risk management, coordinating the process.
• Provide regular management information to the Senior Awards Manager (Unit Deputy) on the performance of the humanitarian portfolio.
• Support the Senior Awards Manager (Unit Deputy) by providing plans to address performance issues identified through management information, KPI results, and regular monitoring of the humanitarian award portfolio. Follow up on the implementation of such plans with relevant functions.

Award management systems, monitoring and analysis
• Maintain all workflows on AMS, ensure all documentation maintained are final versions for all cash and Gift in Kind awards, lead and sub-awards (partners). Operate AMS to input all new award proposal data, awards must be approved and “activated” in AMS before the start date of the implementation period.
-Track all funding opportunities through to donor agreement and donor reporting all the way until award is officially closed
-Capture partner/sub-grant information
-Capture donor information
-Capture project/sub-theme information
-Stores document for grant records
-Capture approvals by members and SCI
-Update Key Persons (budget holder/program manager, lead award focal point, technical advisor in country (specialist))
-Update Implementing Locations (Member Program Location) and ensure Humanitarian Response Code is properly captured
-Upload all key documents and communications throughout the award cycle
• Ensure that once approved/activated, that award is open in Agresso
• Work with Operations team and budget holders to ensure budgets are correctly understood and shared with Financial Reporting and Budgeting teams to incorporate into master budget and charging matrix for correct salary and support cost allocation.
• Ensure budget coding is set up on Agresso within 1 week of award activation on AMS – sit with Operations and Finance to ensure that coding is good quality (financial), enables Budget Holder to manage their budget to the detail needed (Operations) and report according to donor requirements (Awards).
• Monitor awards on a monthly basis. Generate budget vs actual reports for the Budget Holder (until handover to Financial Reporting Unit); hold monthly award meetings with Budget Holder at field and Addis level and document minutes of the meeting on programmatic and financial topics, follow up on action points, alerting Senior Award Manager and Director to any major issues.
• Maintain up to date hard copy award files
• Review Fund Summaries prior to sign off, and advise approvers whether or not to approve, query or reject.
• Co-ordinate with respective budget holders (Program Managers/Coordinators) in order to ensure budgets are correctly allocated and aligned.
• Ability to analyse financial issues i.e. variances and resolve by collaborating with other teams
• Strong financial skills including budget development, and monitoring of spend across award portfolio.
• Ensure any amendments comply with Donor, SCI Ethiopia and local law requirements and coordinate internal review and approval process (including budget review and sign off by Finance budgeting team, and AMS approvals) before donor submission.

Award Implementation - Communicating with impact, negotiation and coordination
• Provide advice to Program Development Unit on donor compliance requirements to ensure high quality proposals, including implications of compliance requirements in implementation, to ensure resource and management of this requirement is catered for in design and budget.
• Maintain effective communications with Save the Children members regarding donor related issues
• Lead Award Kick off meetings within 1 week of award activation, to ensure that all award information is shared effectively with relevant staff, including field offices and partners
• Coordinate the processes for donor reporting to ensure that reports are high quality, delivered on time and supported by auditable records.
• Lead Close out process and work with members to ensure awards are closed out on time
• Coordinate with auditors as necessary, ensuring the awards management function leading on donor specific audits for the humanitarian portfolio.

Partner Management
• Lead award aspects (non-programmatic) of partner management. Follow the SCI Ethiopia Partner management process and tools, ensuring rapid streamlined implementation for emergency response programming.
• Ensure partner monitoring visits take place according to defined monitoring plan (award compliance monitoring) linking in with other functions as required (Finance for finance monitoring, program operations for implementation)
• Ensure before a payment is made to a sub-grantee
i) There is an appropriately authorised sub-award agreement
ii) Partner capacity assessments are complete
iii) The sub-grantee’s payment is authorised by an appropriate person under the scheme of delegation
iv) Previous reports from the sub-grantee have been accepted – this includes acceptance by the programme manager that the financial report ties into the activities undertaken.

Compliance (systems, processes, donor)
• Clear understanding of SCI processes and key donor requirements, and support teams across CO to ensure all opportunities, proposals, contracts and amendments follow SCI processes for humanitarian portfolio
• Ensure that all appropriate donor formats are available in-country and staff have a clear understanding of donor requirements/expectations throughout the award cycle.
• Ensure potential issues and amendment requests are flagged promptly to the Senior Awards Manager, Awards Director, then to donors via the relevant member. Prepare donor waiver/derogation requests.
• Ensure all AMS records are an accurate reflection of current award status at all times, and have all required documentation attached.
• Ensure all partners and sub-award agreements undergo legal vetting, are input 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)

Income and Debt Management
• Follow up on income due from donors where funds are received in country
• Inform Finance regarding expected funds and when funds are received inform Member of the receipt

KEY COMPETENCIES (Save the Children competency framework)
• Delivering Results (Accomplished)
• Developing Self & Others (Accomplished)
• Problem Solving (Accomplished)
• Applying technical & professional expertise (Accomplished)
• Working effectively with others (Accomplished)
• Communicating with impact (Leading Edge)

SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:
• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically
Collaboration:
• Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to
Creativity:
• Develops and encourages new and innovative solutions
• Willing to take disciplined risks
Integrity:
Honest, encourages openness and transparency

In order to be successful you will bring/have:
QUALIFICATIONS
• Bachelor’s Degree in Accounting, Finance, Management, Business or International Development
• Professional Qualification in related area.

EXPERIENCE
Essential
• Proven track record of in-country award portfolio management and knowledge of major donors’ compliance requirements, 6 years directly of grant analysis/reporting or program management.
o Specific experience with donors such as UNOCHA HRF, UNICEF, UNHCR, OFDA, BPRM, DFID, ECHO, NORAD,
• Highly developed 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. Willingness and ability to dramatically change work practices, flexible in working long hours and ability to work with surge teams.
• Patient, flexible, able to improvise and communicate clearly and effectively under pressure, with excellent interpersonal skills.
• 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

Desirable
• Experience with Save the Children Award Management System (AMS)
• Experience with NGOs in an international environment
• Track record of supporting a senior management team, providing strategic support across multiple sectors and/or regions

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 environment where ambition, creativity, and integrity are highly valued.

Application Information:
Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations. A copy of the full role profile can be found at www.savethechildren.net/careers

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.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.