Career Vacancy : Save the Children Job Description
Employment Opportunity : Regional Awards Coordinator Job Recruitment
Save the Children | East and Southern Africa Office
Job Title: Regional Awards (Grants) Coordinator – Roving
Team / Programme: Regional Awards Team
Location: Eastern and Southern Africa Regional Office – Nairobi; with extensive travel in the region
Contract Type: Fixed Term
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 support the various Country Offices in East and South Africa, with short to midterm Awards Coordination support. The Roving Awards (Grants) Coordinator will when in-country support the Country Awards Lead in the planning, securing and managing of both development and humanitarian awards. The position plays a lead role in award information management and shares and coordinates information across departments when in country.
Additionally he/she will support the Head of Awards Management with dedicated support on high risk awards; and providing analysis; compliance capacity building and monitoring of all phases of awards. This role supports various countries in the ESA region, requiring up to 80% of travel.
Scope of Role:
Reports to: Head of Strategic Portfolio and Award Management – East and Southern Africa
Dimensions: Save the Children works in 12 countries in East and Southern Africa (Kenya, Somalia, Uganda, Rwanda, Sudan, South Sudan, Tanzania, Ethiopia, Zambia, Zimbabwe, Mozambique, Malawi) with a current staff complement of approximately 3500 staff and current expenditure of approximately $300 million each year
Staff reporting to this post: none
Key Areas of Accountability:
Award (Grant) Management In-country
- Provide gap-filling support for any awards staffing gap in CO’s within the region.
- Support the effective dissemination of award information so that all key contributing staff have a clear understanding of Save the Children processes and donor requirements and expectations throughout the lifecycle of an award (opportunity to close-out).
- Assist the CO’s with the coordination of activities throughout the entire Awards cycle – Opportunity to close-outs.( i.e Award Kick-Off meetings).
- Support the Country Award Lead to improve the reconciliation process (reporting assurance mechanism) between Finance, Procurement, Logistics, Distribution, M&E that will ensure accountable reporting to donors.
- Support and where appropriate coordinate the proposal development process.
- Support and where appropriate coordinate the internal processes for preparation of donor reports.
- Facilitate effective and prompt communication by relevant staff with Save the Children funding members on their awards.
- Support program staff to comply with Save the Children partnership policies and procedures, and ensure all implementing partners undergo legal vetting and that the appropriate agreements are completed prior to commencing work with Save the Children.
- Support award closeout, helping CO project managers and Award teams to ensure all tasks are completed on time as per the close out checklist and that all required close-out documentations are kept on file.
- Promote a culture of learning and improvement on awards management throughout the region by sharing best practices.
- Liaise with members to ensure that all appropriate donor requirements/ are available in-country and in the donor library.
- Support the Head of Awards Management to identify potential issues and amendment requests and ensure they are flagged promptly to donors via the relevant Save the Children member.
- Support the country offices to ensure robust and comprehensive donor records are maintained for all awards to meet audit requirements.
- Work with internal and external auditors as necessary.
- Conduct donor compliance trainings and Webinars.
- Develop donor compliance review checklists and follow on quarterly basis to ensure the regional programme and Country Offices are aware and compliant.
Award Management System (AMS)
- Monitor that all and specifically the high-risk awards have all documentation as required uploaded and updated on AMS.
- Support Country offices with system support where needed.
- Drive AMS data quality in the region by ensuring AMS system is an accurate reflection of current award status at all times; including partner sub-awards and all attachments.
- Assess capacity building needs for awards and programmes staff in the region
- Coordinate and facilitate trainings and webinars to address the gaps identified.
- Develop training modules, awards management guidance tools
- Plan and Facilitate Awards Management Community of Practice Sessions
- Deliver high quality results in line with the agreed ToR and develop effective relationships with country programme staff.
- Comply with all relevant SC policies and procedures with respect to child protection, health and safety, equal opportunities and other relevant policies and procedures.
Skills and Behaviours (SCI Values in Practice)
Achieving results effectively
- Collects, analyses and disseminates information to and from communities and other stakeholders
- Ensure efficient and transparent use of resources in accordance with internal controls
- Addresses difficult situations and makes tough decisions confidently and calmly
- Considers the wider impact of decisions to be made in the short and long-term
- Continuously provides feedback and updates to achieve improved results
- Coordinates with stakeholders to avoid duplication and maximise resources
- Documents lessons learned and applies them to future projects
- Demonstrates understanding of agency project cycle management
Maintaining and developing collaborative relationships
- Actively participates in networks to access and contribute to good practice
- Establishes clear objectives with teams and individuals and monitors progress and performance
Operating safely and securely
- Identifies and communicates risk and threats and minimises these for oneself and the agency
- Reduces vulnerability by complying with safety and security protocols set by the organisation
Managing yourself in a pressured and changing environment:
- Helps team members to practise stress management through prioritisation of workloads and modelling of appropriate self-care
- Remains effective and retains perspective in the face of difficult or demanding situations
- Maintains ethical and professional behaviour in accordance with relevant codes of conduct
- Plans, prioritises and performs tasks well under pressure
- Takes responsibility for own work and for the impact of own actions
Leadership & Developing Others
- Delivers results and always acts with the beneficiaries in mind.
- Builds own awareness of the bigger global picture by using a broad range of sources to gather data
- Demonstrates self-development and management by taking responsibility for own development, and actively seeking out feedback to better understand their own strengths and weaknesses
- Tailors communication style to certain audiences
- Gives constructive feedback to enhance capabilities and responsibilities to another for the purpose of his/her development
Qualifications and Experience
- Undergraduate Degree in Business, Social Sciences, Finance, Accounting or any other related degree
- Minimum 3 years’ working in International Development with a specific emphasis of Fund Management, Project Management and / or Risk Management
- At Least 3 years’ experience managing and / or implementing USAID/USG grants or contracts
- Knowledge of guidelines / regulations and reporting requirements of major donors such as EU, DFID, ECHO, UN agencies, DANIDA.
- Experience in proposal development and coordination processes for complex awards.
- Demonstrable financial skills, particularly, budget development, BvA Analysis and reporting
- Ability to engage with and coordinate across multiple stakeholder groups.
- 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) in the local language and minimum intermediate level in English
- Understanding of SCI Award Management Processes
Equal Opportunities: The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Health and Safety: The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
Additional job responsibilities: The job duties and responsibilities as set out above are not exhaustive and the Post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
How to Apply
CLICK HERE to view the profile and apply for this position online.
The advert will close on 24th May 2019
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