Awards Coordinator - (220007MA)

ROLE PURPOSE: 

The Awards Coordinator is responsible to contribute to deliver an efficient and effective award management function of Hudaydah field office, and will play significant role to strength and drive effective and qualitative donors reports and award management for all programmes in the field office.

The incumbent will work collaboratively with cross functions at the field office (Finance, Program, MEAL, Supply Chain etc.) and Awards Country Office to ensure smooth management of award and sub awards cycle management focusing on donor compliance, quality and accountability.

In the event of a major adverse working environment and situation, the role holder will be expected to work outside the normal role and be able to vary working hours accordingly.

SCOPE OF ROLE: 

Reports to: Field Manager – Hudaydah.
Technical Manager: Awards Manager, Country Office. 
Number of direct reports: NA 

KEY AREAS OF ACCOUNTABILITY:

Award Management and Process

• Ensure that award management systems and processes in the field office are successfully implemented across the life of an award and key controls are in place to support effective management of the funding portfolio and compliance with the donor requirements.
• Play a principal role in Award Kick-Off meetings to ensure that all award information is shared effectively with relevant staff across the field office (including country office) and partners.
• Execute the regular award monitoring across the Hudaydah field office and facilitate regular meetings with key stakeholders to support the programs and Awards department in the country office to ensure that performance on individual awards is tracked effectively, risks and issues are flagged and action is taken as appropriate.
• Maintain effective communications with field staff and country office, providing them with timely updates on their awards and flagging potential issue promptly.
• Play a significant role in Awards monthly meetings at the field office to ensure that all awards are well managed and on track and flag any potential risk with all stakeholders. 
• Fully engaged with relevant staff and partners in Award Close-out meetings at the field level to ensure that all documentation is in order; evaluation, assets management and disposal, financial reconciliation, audit, and any specific donor requirement.

Donor and SCI Compliance

• Ensure and support filed office functions (finance, supply chain, Ops, MEAL etc.) to ensure donor requirements are understood and complied with.
• Ensure that all appropriate donor formats are available in the field office and that key contributing staffs have a clear understanding of donor requirements and expectations at the proposal, kick-off, amendment, reporting, closeout, audit and evaluation stage. 
• Ensure potential issues and amendment requests are flagged promptly to the Award team in the country office to coordinate with 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.

Award reporting

• Coordinate across the cross functions (Finance, Programme Manager/s, MEAL, Supply Chain etc.) at the field office and Award team in the country for the preparation and submission of financial and narrative reports.
• Contribute to gathering and collating inputs required for the report and circulating timely reminders and providing necessary support and interpretation in the reporting guidelines (narratives) and monitoring the reporting process.
• Review and finalize all donor narrative reports before submission to the Award team in CO, ensuring consistency between narrative report and proposals and other project plans and that the draft report aligns with the quality standards. 
• Ensure that highly-qualitative consolidated and completed narrative reports are submitted to the Award team in the country office, and submitted within the given timeline.

Partnerships

• Work with relevant program staff at the field and country office to ensure all implementing partners undergo legal vetting and capacity assessment prior to commencing work with Save the Children.
• Work with program staff at the field office and partners to ensure that implementing partners effectively communicate and understand relevant donor requirements.
• Participate in partner assessment and rolling out sub-grant agreements and contract clauses with Partners to ensure that they fulfil donor’s/legal requirements with subsequent financial monitoring.
• Keep track of payment instalments and reporting schedules made to partners and ensured all required reports are received before disbursing the funds

Documentation and Information Management 

• Coordinate and ensure that project documents (a proposal, log-frame, MEAL plan, Procurement plan, Financial Phasing etc.) are in place, updated on a timely basis and reviewed, shared with the Award team in CO, and uploaded on Award Management 
• Ensure that all adequate documents required for the approval are obtained and documented and archived for verification and audit purpose,
• Maintain the project performance tracker reflecting the current status of the project, deliverables, budget and expenditure, targets etc. and discuss it in the Award review meeting.
• Contribute to the improvement of key Award Management processes and practices in conjunction with other functions.

Proposal Development

• Engage with relevant program staff at the field office and support in the proposal writing, information management and interpretation. 
• Team management 
• Incorporate staff development strategies and Performance Management Systems into team building process and establish reviews and result based system
• Encourage a team culture of learning, creativity and innovation.

BEHAVIOURS (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 their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

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; demonstrates highest levels of integrity

QUALIFICATIONS AND EXPERIENCE

Essential

• At least 2 years of prior experiences directly working in the similar functions (Awards, grants) or in project and budget management.
• Very high level of spoken and written English.
• Strong communication skills, written and verbal, including negotiating, influencing, and facilitating difficult conversations and decisions.
• Bachelor’s degree in Business Administration/Management or other equivalent academic degree in project management, financial management strongly recommended
• Knowledge of the requirements of the major donors (USIAD, OFDA, ECHO, UN agencies etc.) 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

Desirable 

• Experience with Save the Children award management system (AMS) 
• Significant experience with NGOs in an international environment

Location: Hodieda

Employee Status: Fixed Term

Closing Date: Oct 18, 2022