Award Management Coordinator
Accounting and Finance
Senior Level (5+ years experience)
Save the Children is an exciting and dynamic organization that follows a holistic approach to achieve more for children and use its resources in an efficient and sustainable way. In every programming we aim to achieve results at scale, build partnership to influence others and increase our impact; look for innovate solutions to the problems children faces, campaign for better practice and ensure that Children’s voices are heard.
Save the Children is an organization for talented people with different backgrounds and perspectives. We are proud that our people are representative of the children we work with and we thrive on our diversity. We are an equal opportunity organization dedicated to our core values of Accountability, Ambition, Collaboration, Creativity and Integrity. Our culture is embedded in these values, along with a strong commitment to our Child Safeguarding Protocol, ensuring that all representatives of Save the Children demonstrate the highest standards of behaviour towards children both in their private and professional lives.
Save the Children offers sound employment conditions with opportunities for personal growth and development. If you are interested to work in an organization that is determined to achieve dramatic change for the most vulnerable children, we encourage you to look through the job profile below.
Award Management Coordinator
Place of Work
Growth through Nutrition
Monthly Salary in ETB
As per the organization scale
No. of Positions
Length of Contract
One year with possibility of extension
The proposed project will be led by Save the Children as part of a consortium with World Vision, Norwegian Refugee Council and Action Against Hunger (hereafter referred to as SWAN). The overall objective of the project is to contribute towards saving lives, reducing suffering and increasing human dignity for people affected by displacement in Ethiopia. The consortium approach was pursued to facilitate a coordinated joint response, minimize beneficiary overlaps, standardize assistance packages and reach the affected populations at scale in targeted hot spot locations and future humanitarian crises. SWAN members are currently and have been working with one another for many years in different settings. With their history of collaboration, their combined strength and experience ensure strong capacity to deliver large-scale humanitarian response through NFI provision and cash programming. The long-established presence of the members throughout the country with 100+ offices certifies expertise and understanding of the local context, strong relationships with local government bodies and high community acceptability.
Working under the guidance of the Award Manager;
- The Award Management Coordinator will work on large and complex awards or portfolios
- Will be responsible for participating in proposal development teams managing the cost proposal, monitoring programmatic and financial progress, preparation of donor and other internal monitoring reports.
- Ensure the donor and the SCI requirements are adhered to, internal monitoring systems of awards are in place, and there is timely production of program and financial award reports.
- The post holder will work closely and support BHs, Project mangers and COPs on all the awards assigned to them
- Will manage all work flows in AMS for the awards assigned to them and maintain hard copy files.
SCOPE OF ROLE:
Reports to: Award Manager
Number of direct reports: none
KEY AREAS OF ACCOUNTABILITY:
- Award management systems
· Maintain all workflows on AMS, ensure all documentation maintained are final versions. Operate AMS to input all new award proposal data, awards must be approved and “activated” in AMS before they appear in Agresso and available for charging:
– Track all funding opportunities through to donor agreement and donor reporting all the way until award is officially closed
– Capture partner/sub-grant information
– Capture donor information
– Capture project/sub-theme information
– Stores document for grant records
– Capture approvals by members and SCI
· Ensure that once approved/activated, data sent to Agresso and grant is open
· Monitor awards on a monthly basis. Generate budget vs actual reports for the Budget Holder; hold monthly award meetings with Budget Holder and document minutes of the meeting on programmatic and financial topics, follow up on action points, alerting Award Manager and Director to any major issues.
· Maintain up to date hard copy award files
· Review Fund Summaries prior to sign off.
- Award Implementation
- Participate in proposal development teams as point person for budget preparation using templates provided by the Budget Unit, convert the information to donor format if needed
- Ensure proposal budgets reflect all costs including support costs.
- When award & Fund Summary is approved breakdown budgets by Budget Holder and assign the coding structure to be used.
- Hold award kick off meetings for all relevant parties within 1 week of award/FS signing using standard SCI award kick off meeting agenda as a guide
- Provide coding training to Budget Holder and relevant staff
- Support implementation of all donor financial compliance requirements in coordination with other departments, providing/coordinating trainings as needed
- Support efficient management of GIK in accordance with donor and SCI guidelines
- Provide monthly management information on grants to BHs and Award Manager
- Support BHs in mapping, phasing and re-phasing of award budgets. Provide support in relation to budget amendments and modifications.
- Actively support budget holders in award closure activities and process.
- Initiate award close out process 3 to 6 months before award is scheduled to end
- Coordinate any award amendments
- Ensure before a payment is made to a sub-grantee
o There is an appropriately authorised sub-award agreement
o Partner capacity assessments are complete
o The sub-grantee’s payment is authorised by an appropriate person under the scheme of delegation
o Previous reports from the sub-grantee have been accepted – this includes acceptance by the programme manager that the financial report ties into the activities undertaken.
- Award Reporting
- Review BvAs from Agresso during soft closing each month and alert Finance to wrong charges/coding
- Prepare monthly BvAs for Budget Holders and hold monthly awards meetings with Budget Holder and other relevant staff, and complete minutes of the meeting and follow up on agreed action points arising from the meeting.
- Review partner reports, conduct on-site visits and provide training to partners; keeping budget holder informed through written trip reports
- Maintain reporting schedule and communicate upcoming report due dates to Budget Holders and relevant staff
- Prepare financial reports for the award and obtain Award Manager and Budget Holder sign off
- Ensure all award program and financial reports are submitted to Members in a timely manner, follow up on any questions/issues raised by Member; ensure submission to donor of final approved reports if Member delegates the responsibility to CO
- Prepare active grant analysis report each month for the Award Manager
- Income and Debt Management
- Follow up on income due from donors where funds are received in country
· Inform Finance regarding expected funds and when funds are received inform Member of the receipt.
- Other activities
- Support audits as required
- Be the point person for all award management related issues internally and for the Member
- Provide other ad-hoc award management information and analysis from the system for the use of management as required
Perform other related task as required
BEHAVIOURS (Values in Practice)
· 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.
· 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.
· 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.
· develops and encourages new and innovative solutions
· willing to take disciplined risks.
· honest, encourages openness and transparency; demonstrates highest levels of integrity
- Academic Requirements- Bachelor’s Degree in Accounting, Finance or Management
· Work Experience – 5 years of Grant analysis and reporting or Programme Management background.
- Special Training- Computer knowledge in MS Office (Excel, Word, etc)
- Other Requirements –
- Strong analytical knowledge of reports
- Willingness and ability to dramatically change work practices, flexible in working long hours and ability to work with incoming surge teams;
- Excellent interpersonal, communication and presentation skills;
- Fluency in written and spoken English;
- Commitment to Save the Children values
- Teams, in the event of emergencies
- In depth knowledge of donor regulations, especially of donors such as USAID, DFID, EC, ECHO, UN, NORAD, SIDA, DANIDA, AusAID
How to Apply
Interested applicants who met the MINIMUM requirements should send the following through www.ethiojobs.net before April 05, 2019
a. A CV (not more than 3 pages)
b. A cover letter (not more than one page)
c. A one-page table summarizing your educational background, work experience, technical skills and competencies to facilitate the screening process. Refer the vacancy announcement while doing this.
Please DO NOT SUBMIT copies of transcripts, academic degrees or recommendation letters with the application. You should provide them upon request otherwise your application will reject.
PLEASE MAKE SURE YOU STATE THE CODE OF THE VACANCY ON THE SUBJECT OF YOUR EMAIL ensuring that the job title is clearly stated in the cover letter. All applications should be received before or on April 05, 2019 of this advertisement.
We need to keep children safe and as such, our selection process reflects our commitment to ensuring that only those who are suitable to work with children are considered for these posts. All successful applicants will, therefore, be required to complete a Police Check and must sign onto our Child Safeguarding Policy and Code of Conduct.
In the selection of its staff, Save the Children is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities.
Note: All travel costs should be covered by the applicants, if invited for written exam or interview.
Apr 5, 2019Deadline
Apr 5, 2019