Save The Children

Awards Officer (Northwest Syria)

Save The Children

Job Description

The purpose of this post is support the Area Office Award Coordinator in the planning, securing and managing of both development and humanitarian awards which. The position plays a lead role in award information management and shares and coordinates information across departments and with partners. Under the direction of an Award Coordinator, the Awards Officer will be responsible for ensuring that the SCI programme adheres to all its award management obligations internally within Save the Children and externally with donors. This position is specifically responsible for assigned awards, and will ensure compliance with financial and administrative requirements, donor specific requirements and to make recommendations for improvements. This role will work closely with Area Office management, programme teams, PDQ and Finance on proposals, financial and narrative reporting, monitoring and Analysis, and compliance processes. This role will also work closely with partners who SCI sub-grants to for the delivery of awards. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly. SCOPE OF ROLE: Reports to: Area Office Awards Coordinator Staff reporting to this post: None Role Dimensions: Programme Team Leads, Operations Manager, Awards team, finance team, Logistics team, PDQ/MEAL team, Partners KEY AREAS OF ACCOUNTABILITY :
  • Build relationships with other teams to promote for proactive communication across the functional departments and Coordination of deliverables i.e. reports

  • Building relationships with members of other teams i.e. Finance and Operations

Communicating with impact, negotiation and coordination
  • Communicate and coordinate with Programme Managers, and partners to ensure drafting sub-award agreements.

  • Coordinate with partnerships department in t he Area office to make sure of completing partners’ assessments and due diligence according to SCI and donor requirements prior to the development of SAAs

  • Assist Area Office Awards Coordinator in facilitating award and sub-award kick off meetings, including a focus on donor requirements and ensure these occur at the start of each award

  • Maintain the sub awards tracker for the area and alert relevant program managers when sub-award agreements are due to expire or due for extension.

  • Coordinate with relevant program managers and other staff to ensure sub-award documentation are uploaded in AMS and the partners reporting schedule updated regularly.

Compliance (systems, processes, donor)
  • Understanding of SCI processes and other key donor requirements and communication and adherence to these

  • Support Area Office Award Coordinator to train and coach Program, PDQ, Partnership, Logs and Finance Staff on SCI and Donor compliance requirements ensuring a proper understanding is disseminated amongst the team.

  • Understanding of the Award Management System (AMS) and reporting functions, and ensure AMS is up to date to drive Data Quality

  • Ensure timely running of the workflow relevant to each stage of all opportunities, proposals, agreements and amendments with donors and/or partners are processed and approved through AMS according to the agreed matrix of roles between the CO and the member. and to check that AMS system reflects the current status of the area portfolio.

  • Facilitate Timely closeout of sub awards, ensuring all sub awards requirements have been met, financial reconciliations completed, all sub award documents are uploaded in AMS and sub award reporting schedules updated before submitting partner closeout letters to area award coordinator for review

  • Under Area Office Awards Coordinator supervision, to conduct weekly check on AMS data quality for the area portfolio.Monitoring and Analysis

  • Support Award coordinator in Financial Analysis to perform award monitoring processes, highlight financial issues to Overseers and Budget Holders and perform further analysis to resolve issues identified

  • Support in facilitating awards review meetings and sub-awards review meetings with relevant budget-holders and partners, and follow up on action points taken.

  • Understanding donor’s budget structure and coding according to SCI Accounting System for better monitoring for the awards implementation.

Portfolio management and strategy
  • Support Area Office Awards Coordinator in extracting the reports and updating the funding tracker that will help the Awards team in minting accurate portfolio analysis.

  • Support Awards coordinator in produce management report (BVA meeting minutes, SAA review meeting)

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
  • University degree in Business Administration or Finance or relevant domain.

EXPERIENCE AND SKILLS
  • Highly developed interpersonal and English + Arabic communication skills

  • Two years’ Experience in managing grants, contracts & sub agreements with knowledge of major funders’ guidelines (e.g. USAID, ECHO, DFID, CIDA, SIDA etc.)

  • Relevant experience managing donor funded projects with International NGOs

  • Strong analytical skills and strategic planning abilities. Computer literacy and excellent documentation skills are a must

  • Ability to proactively identify issues and Problem Solving skills to address these

  • Ability to establish and maintain conducive collegial relations and perform effectively as a member of a team

  • Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures

  • Excellent time management and planning capacity

  • Availability and willingness to work extra hours during times of humanitarian responses.

Additional job responsibilities The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience. Equal Opportunities The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures. CHILD SAFE GUARDING POLICY: Any employee, consultant, contractor or the supplier undertaking an activity on behalf of SCI must sign the Child Safeguarding – Declaration of Acceptance Form and comply with the SCIs Child Safeguarding Policy which is a statement of SCI’s commitment to preventing abuse and protecting children with whom it comes into contact. This extends not only to children with whom SCI and its partners work directly, but also includes children whom staff are responsible for. SCI believes that the situation of children must be improved through the promotion of their rights supported and demonstrated by all members of staff. Save the Children International’s Code of Conduct sets out the standards which all staff members must adhere to. Benefits Package provided to National Staff:
  • Salary commensurate with the pay-grade of the position.

  • Transportation allowance

  • Annual leave

  • Medical insurance.

*Please note that SCI is recruiting on behalf of a 3rd party contractor for this position.** We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse. Please send your cover letter and resume to nw.recruit@savethechildren.org with "Awards Officer - NWS" mentioned in the subject of the e-mail.
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