ROLE PURPOSE:
This role will support the various Country Offices in East Africa, with short to midterm Awards Coordination support. The Roving Awards Coordinator will when in-country support the Award Manager 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, the Roving Awards Coordinator will support the Head of Awards with dedicated support on high risk awards; and providing analysis; compliance capacity building and monitoring of all phases of awards.
SCOPE OF ROLE:
Reports to:Head of Award Management
Staff reporting to this post:none
Role Dimensions:
KEY AREAS OF ACCOUNTABILITY :
Roving Award Management in-country
· 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 with the coordination of Award Kick-Off meetings.
· Support the Country Award Manager 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 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 close-out, helping project managers to ensure all tasks are completed as per the close out checklist and that all required close-out documentations are kept on file.
· Ensure award close out processes are officially completed in AMS.
Donor Compliance
· Liaise with members to ensure that all appropriate donor formats are available in-country.
· Support the Head of Awards 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 records are maintained for all awards to meet audit requirements.
· Work with internal and external auditors as necessary.
Award Management System (AMS)
· Monitor that high risk awards have all documentation as required uploaded and updated on AMS
· Support Country offices with system support where needed
Additional
· 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
**
Essential**
Essential**
· Good attention to detail and analytical skills
· Computer literate (i.e. WORD, advanced Excel, Outlook, Internet Explorer, financial systems)
· 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
Desirable
· Knowledge of donor requirements and experience of NGO award management systems and processes
· Knowledge of the requirements and experience managing awards from major donors including budgeting, eligibility issues, compliance management, and reporting
· Fluent in English, French, Spanish, Portuguese 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:
To apply for this positions follow the URL: http://www.myjobsinkenya.com/savethechildren.
