Awards Assistant
ROLE PURPOSE
The purpose of this post
is to support the Award Management team in the planning, securing, and managing
of both development and humanitarian awards. The position involves supporting
award information management and compliance with systems and processes.
Under the direction of the
Head of Awards, the Partnerships Specialist, the Awards Coordinator, and the
Awards Officer, the role will be responsible for supporting the team to adhere
to all award management and partnership obligations internally within Save the
Children and externally with donors.
This role will work closely with PDQ, Finance, and Program Operations on proposal support, Award Management System (AMS) support, financial and narrative reporting, budget monitoring and analysis as well as donor compliance processes. 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.
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.
Responsibilities
Proposal development
Work with the relevant
teams such as project managers, supply chain, business development, and PDQ to
conduct specific award risk assessment and complete the Awards section of the
Proposal and Awards Risk Tool (PART) as well as support in ensuring timely
uploading to AMS.
Ensure all award
documentation at the opportunity and proposal stage is managed, processed, and
uploaded onto AMS promptly and that the related workflows are run promptly.
Compliance (systems,
processes, donor)
Learn and follow SCI
processes and relevant donor requirements.
Understanding of the AMS
system, maintaining and driving data quality
Ensure that the Awards
Management System (AMS) is effectively maintained, up to date, and accurately
records the audit trail for all awards and sub-awards.
Ability to use AMS
reporting to monitor awards and plan for key processes around partner
reporting.
Basic understanding of
donor compliance and development of compliance checklists if needed.
Communicating with impact,
negotiation, and coordination
Effective and efficient
communication with the other team members of the Awards and Partnerships team
to ensure seamless delivery.
Communication with budget
holders, other program staff, PDQ, Finance, and partners to obtain inputs into
key processes and up-to-date budget figures.
Developing self and others
Work with other team
members to support team activities and outputs.
Build relationships with
members of other teams/functions within the organization.
Involvement in capacity building
to build skills in Awards and partnerships management.
Portfolio management,
monitoring, and analysis.
Provide management
information to the AM team via a portfolio analysis report for the periodic
functional meeting showing information on pipeline, active, awards under
amendment, high-risk awards, and closed awards.
Problem-solving skills to
address and work through issues when they arise.
Support in getting
high-quality ‘donor ready’ reports as designated by the Awards Coordinator.
Financial analysis skills
to perform award monitoring processes and support in identifying any issues for
further analysis.
Ensure donor budget lines
(DRCs) in AMS are as needed for donor reporting requirements especially for
Directly Received Awards.
Maintain and update the
Income and Funding tracker and any other Management information system that
requires Award management input on a timely basis.
Support and ensure award
kick-off meetings are done promptly.
Work closely with the
Awards Officer to support in developing Award Progress Review Meetings (APRMs)
template for monthly review meetings as well as sharing calendar invites with
all relevant teams promptly.
Support in coordinating
with PDQ, Program Operations, and Finance to ensure close-out meetings are
conducted promptly.
Ensure that all meetings
are minuted and these minutes are filed on AMS and follow-up action points are
well captured.
Awards Management System
Champion
Manage user permissions in
AMS and ensure user lists in AMS are kept up to date.
Ensure handover of award
responsibilities in AMS (such as award point persons, person responsible for
report submission, etc.) when staff members leave their positions.
Create partner records in
AMS and submit them for legal vetting; maintain partner records so that
inactive partner records are archived.
Support in providing
orientation to award and non-award staff that need to use AMS.
Monitor award data quality
in AMS and liaise with relevant award managers to improve it. Provide monthly
data quality reports and analysis to the AM team.
Participate in the AMS
champions’ network and share experiences, tips, and best practices on the usage
of AMS. Identify trends of issues and report to the group.
Build capacity of staff on
AMS use.
Qualifications
University degree in
international development, business administration, finance and/or accounting
or related field
Experience managing
grants, contracts & sub-agreements with knowledge of major funders’
guidelines (e.g., USAID, ECHO, FCDO, CIDA, SIDA, Giz, etc.)
Relevant experience
managing donor-funded projects with International NGOs particularly those
addressing human/children’s rights and those applying partnership approaches.
Strong analytical skills,
computer literacy, and excellent documentation skills are necessary.
Ability to work well with
a team and establish relationships with other teams/offices.
Cultural awareness and
ability to work well in an international environment with people from diverse
backgrounds and cultures.
Highly developed
interpersonal and communication skills including influencing and negotiation.
Experience working with
implementing partners and managing partner awards/grants.
Excellent time management
and planning capacity
How To Apply