Save the Children
Position: Award Management Support Coordinator
Job Time: Full-Time
Job Type: Contract
Place of Work: Addis Ababa, Ethiopia
Posted date: 1 month ago
Application Deadline: Submition date is over
POST TYPE: National
Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
- This is a key role for Awards Management improvement in support of Operations Platform Strengthening. Provides direct support to the Director of Awards and Partnership and Awards Managers; 1. Lead as Award Management System (AMS) Champion, working closely with the Awards Unit, across Analysts, Coordinators, to drive data quality, complying with SCI Ethiopia policies and procedures and SCI global Award Management expected standards,
- Coordinate the Management Information which acts as an input, decision-making tool/process driver, and output from the Awards Unit, ensuring a strong baseline of accurate data and a process fit for purpose across Awards, Program Management Improvement Initiative and Operations ways of working.
- Acts as the Award Documentation Compliance Champion to conduct internal checks, raise awareness, and improve quality of Award Unit documentation approach, to better meet organization and donor requirements
- Provide administrative support to the Awards Director.
- Award Implementation, Reporting and Close out focal point for selected low risk awards
- Complies with all relevant Save the Children policies and procedures with respect to child protection, health and safety, security, IT, fraud, equal opportunities and other relevant policies
SCOPE OF ROLE:
Reports to: Director Awards and Partnership.
Staff directly reporting to this post: NONE
Key Stakeholders: Awards Director, Managers, Coordinators, Analysts. Budgeting team, Finance, Program Development Unit. Program Operations team (Addis and field). Program Development & Quality technical teams. East Africa Regional Office Awards team.
KEY AREAS OF ACCOUNTABILITY:
1. Processes, Systems and Compliance
- 1. Drive AMS data quality in the Country office by ensuring AMS system is an accurate reflection of current award status at all times; including partner sub-awards and all attachments.
- Actively monitor award and partner data quality in AMS and work with relevant Award Managers, Analysts, Coordinators to improve it. Provide monthly data quality reports and analysis to the CO award lead.
- Manage user permissions in AMS and ensure user lists in AMS are kept up to date. Ensure handover of award responsibilities in AMS when staff members leave their positions. Manage partner record creation and vetting process
- Ensure key person data – Lead implementing office point person (Award staff), Project Manager, Technical Support staff names, and any additional fields are kept up to date on each award record from Opportunity and throughout any changes.
- Provide Award Key Persons Lists to Finance updated on a Monthly basis to inform the
Financial Scheme of Delegation
- Provide orientation to award and non-award staff that need to use AMS.
- Participate in the AMS champions network and share experience, tips and best practices on usage of AMS. Identify trends of issues and report to the group.
2. Award documentation Compliance
- Maintain awards shared drive and Ms Teams site and keep the documentation up to date.
- Define and Lead award documentation compliance spot check process, to assist the Awards Unit in maintaining complete, accurate and high quality documents in AMS
- Follow up with Analysts, Coordinators and Managers on their award documentation quality score and actions to be taken, to improve quality of documentation compliance in the Unit.
- Providing duty tax stamps for Fund Summaries and Partner Agreements to the Coordinators.
- Keep an up to date file on partner assessment, license/registration and other materials for CHSA annual audit.
3. Tracking Key Performance Indicators and Management Information
- Lead in the creation, updating, and consolidating of management information for awards to be presented to the Awards Director for Senior Management Team, Awards Unit Management Team, Program Operations and other support functions for action and decision-making purposes.
- On a monthly basis working with the Award Managers consolidate the KPI’s and MI commentaries to be shared with the Awards Director and the Regional office.
- Flag Key Award Manage performance issues from KPI analysis with the Director of Awards.
- Updating the MS Teams site with the KPI and MI commentaries
4. Administrative and Operational Support to the Director Awards & Partnerships
- Support the Awards Director with travel, calendar, email and other administrative tasks as required by the Awards Director
- Provide support to the Awards Managers for travel bookings and, where feasible, other administrative tasks
- Updating Annual Leave Tracker and Out of Office Information for the Department. Support with Report sign off process (administrative follow up on form and approvals).
- Share the agenda of the calls, take minutes for Awards key meetings (weekly, monthly, department, Awards & Finance Monthly)
- Maintain the Awards team issues tracker and ensure that matters are escalated to relevant functions and driven to conclusion.
- Take lead in arranging meetings online, and coordinating with admin to secure venue and set necessary IT material.
- Schedule and keep track of member calls on a monthly and / or quarterly basis
Award Implementation, Reporting and Close out
- Award Implementation, Reporting and Close out focal point for select low risk awards
- Schedule the monthly BVA meetings with Budget Holders and other relevant staff, take action points of the meeting and follow up on agreed action points arising from the meeting.
- Support in coordinating with Save the Children members to ensure donor compliance information is up-to-date in AMS and available to program teams and partners
- Focal point for all award management related issues internally and for the Member.
- Share a summary of the upcoming reports per week to facilitate tracking.
- Provide other ad-hoc award management information and analysis from the system for use by management as required.
- Prepare and share the complete monthly award pack including awards ending to facilitate close out meetings.
- Engage with the relevant teams and Prepare the Monthly Analysis Pack and share on a timely basis.
KEY COMPETENCIES (Save the Children competency framework – to Skilled level)
- Delivering Results
- Developing Self and Others
- Problem Solving
- Applying Technical & Professional Expertise
- Communicating with Impact
- Working Effectively with Others
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
- 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
- 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
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks
- Honest, encourages openness and transparency
QUALIFICATIONS AND EXPERIENCE
- Essential • Academic Requirements- Bachelor’s Degree in Management, Finance, Accounting,
- International Development, or other similar cross-applicable area – at First/Second:1 class, or Distinction/Merit.
- Work Experience – minimum 5 years work experience, out of which 2 years of Grants analysis and reporting or Programme Management.
- Demonstrates Computer knowledge in MS Office (Excel, Word, etc.) to do basic graphs, pivot tables, and present data analysis in a simple, easy to understand format.
- Excellent interpersonal, communication and presentation skills
- Fluency in written and spoken English;
- Demonstrates strong learning agility in previous capacities/roles
- Other Requirements –
- Strong analytical ability
- Willingness and ability to dramatically change work practices, flexible in working long hours and ability to work with incoming surge teams;
- Commitment to Save the Children values
- Understanding of the award (grant) life cycle key stages
- Previous experience with Save the Children systems such as AMS (Award Management
- System) and FMS – Agresso.
- Previous experience working with Save the Children Members – has understanding of the Save the Children International/Member movement and demonstrated ability to navigate the relationship with effective communication/follow up on issues for positive results