Save the Children
Senior Awards Coordinator – Kenya Country Office
Team / Programme: Awards
Management
Location: Nairobi
Grade: 3
Post Type: National (1 year
contract with possibility of renewal)
Role Purpose: This role will support
the Awards unit in the planning, securing and managing of both development and
humanitarian awards.
This role will work
collaboratively with Save the Children members and all departments of the
Country Office program and support to ensure smooth management of development
and humanitarian program awards, sub awards and contracts, focusing on donor
compliance and accountability.
This position will also be
responsible to build the capacity of staff, award information management and
shares, and coordinates information across departments.
Scope of Role:
Reports to: Awards Manager
Key contacts: Budget Holders and Area Programme Managers, Director of Programme Development and Quality, Budgeting and Reporting Coordinator/Officers, Finance Director, SC Members.
Key contacts: Budget Holders and Area Programme Managers, Director of Programme Development and Quality, Budgeting and Reporting Coordinator/Officers, Finance Director, SC Members.
Dimensions: Save the Children has
been operational in Kenya since the 1950s, providing support to children
through developmental and humanitarian relief programmes delivered both
directly and through local partners.
Current programming focuses
on child protection, child rights governance, education, health, HIV/AIDS,
livelihoods, nutrition and WASH.
In 2012, as part of a global
reorganization process, Save the Children combined the programmes of SC UK, SC
Canada and SC Finland to create a single operation in Kenya.
In February 2014, we
completed a second transition, which saw us join forces with the British INGO,
Merlin, and merge their health and nutrition programmes with our own.
Save the Children now has an
operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera,
Nairobi, Turkana and Wajir.
We work through partners in
many other parts of the country. We have a staff complement of around 300 staff
and an operating annual budget of approximately US$20 million in 2015.
Staff directly reporting to this post: Awards Officer and AMS Awards Officer.
Key Areas of Accountability:
Proposal development
Staff directly reporting to this post: Awards Officer and AMS Awards Officer.
Key Areas of Accountability:
Proposal development
- Lead the team
that develops proposal budgets in consultation with the relevant
teams such as finance, logistics, HR , procurement and PDQ
- Take a lead in
responding to clarifications from donors in regard to proposal budgets
submitted.
- Ensuring
alignment between master budgets and proposal budgets submitted.
- Support the
Awards manager in following up on the status of proposals submitted and
requesting and developing PAL budgets
- Work closely
with the Proposal Coordination Officer to ensure that proposals are
updated on the funding tracker.
- Support the
Awards Manager in requesting for waiver’s to spend on NAF from the CD,
awaiting FS approvals.
Awards Management
- Take a lead in
rolling out of the Awards progress review process and ensuring the process
is embedded in all the field offices.
- Provide
detailed analysis of the Award progress review reports received from the
field offices and provide feedback to the field teams.
- Follow through
on the award progress review meeting action points, work closely with
budget holders to develop and implement remedial plans based on agreed
action points and closely review achievements in the following month.
- Working closely
with the Awards Officers ensure award information during kick-off meetings
including donor compliance requirements, budget management so that all
relevant staff have a clear understanding of the donor and Save the
Children processes throughout the lifecycle of an award (opportunity to
close-out).
- Provide
information to the Awards Manager on new awards and the impact on the Master
Budget.
- Support the
Awards Manager to respond to budget amendments and no cost extensions
requests and ensuring they are flagged promptly to donors via the relevant
Save the Children Member.
- Support Budget
holders in preparing the budget revision documents and ensuring that
sufficient justifications are provided.
- Support the
Awards Manager to provide management information to SMT and Area Program
Managers on award status/ progress and risks identified through the awards
progress reviews. Prepare a portfolio analysis report on a monthly basis
showing information on pipeline, active, awards under amendment, high risk
awards and closed awards.
- Support the
Awards Manager to develop a donor income tracking schedule and follow up
on locally received donor income.
- Participate in
award close-out meetings, supporting budget holders to ensure all tasks
are completed as per the close out checklist.
- Working closely
with the AM officers, ensure awards are closed out within 3 months after
their end date. On a monthly basis provide a status report of closed
awards.
- Support the
completion of audits and evaluation of projects
Partnerships and Capacity
Building
- Work closely
with the partnership officer to ensure that partner agreements are in line
with donor and SCI requirements
- Work closely
with the Award officers to ensure that partner monitoring visits, capacity
building on financial management, procurement, reporting requirement,
award management and donor compliance issues are undertaken.
- Build the
capacity of budget holders on BVA analysis so as to enhance the
effectiveness and efficiency of the Award progress review process.
- Build budget
holders capacity on award management by conducting trainings on budget
management, procurement procedures, donor compliance, reporting and all
other award management aspects.
- Support field
offices through regular field visits so as to identify any challenges
faced and come up with remedial actions/support.
- Disseminate any
donor compliance updates received to all relevant teams.
Donor Reporting
- Ensure the
latest donor reporting templates are used and shared during the kick-off
meetings.
- Work closely
with the Reporting and Documentation Coordinator to review narrative and
financial donor reports to ensure compliance and alignment before submission
to member/donor.
- Support the
Budgeting and reporting team in responding to member/donor queries on
financial reports submitted.
- Document
“lessons” or best practices learned in managing small, large/complex
awards so as to inform go-no-go decisions for future funding
opportunities.
Staff Management, Mentorship,
and Development
- Support the
Award Manager to strengthen knowledge and capacity of staff across all
functions to manage awards and comply with donor requirements as relevant
to their role by providing induction, training and coaching consistent
with their various roles and responsibilities.
- Manage
performance of direct reports
- Effective use
of the Performance Management System including the establishment of clear,
measureable objectives, ongoing feedback, periodic reviews and fair and
unbiased evaluations;
- Coaching,
mentoring and other developmental opportunities, with a focus of building
the capacity of direct reports on proposal budget development.
- Recognition and
rewards for outstanding performance;
- Documentation
of performance that is less than satisfactory, with appropriate
performance improvements/work plans.
Desired Competencies
Delivering Results
- Translates
complex contextual information into planning and achieving results
effectively
- Ability to take
a range of potentially complex and conflicting information and make
decisions
- Designs and
reviews large and complex operations to ensure maximum impact
- Ensures
measures and metrics are in place to track performance in large and
complex programmes
- Establishes
clear and compelling objectives with teams and individuals and monitors
progress and performance
- Holds others
accountable for achieving results and challenges underperformance
Working effectively with
others
- Puts mechanisms
in place to ensure effective collaborative working across boundaries
- Enables people
from a wide range of backgrounds and perspectives to contribute to
positive outcomes
- Breaks down
silo working and challenges behaviours that are not collaborative
- Knows when to
follow and lend leadership to strengthen other leaders
Problem Solving and decision
making
- Identifies and
addresses root causes of long-term problems facing the country programme
- Brings in
external perspective to ensure strategic decision making remains relevant
and future focused
- Provides a
strategic framework to support decision making
- Explores and
analyses external trends and their potential impact on strategic choices
- Takes
calculated risks and has the courage to stand by decisions despite
resistance
Leadership and Developing
Others
- Delivers
needs-based results in complex and fast-changing contexts
- Evaluates the
opportunities and risks of each idea and solution to make informed
strategic decisions
- Demonstrates
managerial courage by willingness to confront difficult situations and
take potentially unpopular decisions
- Actively
encourages a team environment where team members feel able to contribute,
champion or challenge decisions
- Conveys complex
strategic issues with clarity, brevity and confidence
- Develops and
implements processes to ensure that the workplace is inclusive and the
talents of individuals are harnessed to achieve individual and
organisational success.
Qualifications and Experience
Essential
Essential
- Graduate
qualification in Finance management, Grants management or equivalent.
- At least 5
years’ experience in a similar position.
- Excellent
planning, management and coordination skills, with the ability to organise
a demanding workload comprised of diverse and challenging tasks and
responsibilities.
- Experience with
NGOs with increasing responsibilities including a proven experience of
establishing and running the award management function in the field.
- Knowledge of
the requirements of major institutional donors including budgeting,
eligibility issues, compliance management, and reporting.
- Experience of
engaging with donors at country strategy levels.
- Experience of
and well developed skills in staff management and supervision. Proven
strong coaching and capacity building skills.
- Very strong
capacity for attention to detail, problem solving, and analysis of trends.
- Computer
literate with very strong excel skills.
- 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.
- Strong
communication (written and spoken), and interpersonal skills in English,
with experience in managing multicultural teams.
Desirable
- Experience with
Save the Children award management policies, procedures and systems and
Save the Children’s award management system (AMS).
How to Apply
The application process is now open and will close on Monday 9th January 2017.
The application process is now open and will close on Monday 9th January 2017.
To apply for these positions
visit the SCI Kenya Website:https://kenya.savethechildren.net/jobs.
The system allows CVs &
Cover letter as One(1) document.