Award Management Support Coordinator 73 views

ROLE PURPOSE:

This is a key role for Awards Management improvement in support of Operations Platform Strengthening. Provides direct support to the Awards Director and Awards Managers;

• Lead as Award Management System (AMS) Champion, working closely with the Awards Unit, across Analysts, Coordinators, to drive data quality, complying with SCI Ethiopia policies and procedures and SCI global Award Management expected standards, in support of Award Management Change Project roll out.
• Coordinate the Management Information which acts as an input, decision-making tool/process driver, and output from the Awards Unit, ensuring a strong baseline of accurate data and a process is fit for purpose across Awards, Program Management Improvement Initiative and Operations ways of working.
• Acts as Award File Compliance Champion to conduct internal checks, raise awareness, and improve quality of Award Unit filing approach, to better meet organization and donor requirements
• Administrative Assistant to the Awards Director

• Award Implementation, Reporting and Close out for select low risk awards
• Complies with all relevant Save the Children policies and procedures with respect to child protection, health and safety, security, IT, fraud, equal opportunities and other relevant policies

SCOPE OF ROLE:

Reports to: Award Director

Staff directly reporting to this post: none

Key Stakeholders: Awards Director, Managers, Coordinators, Analysts. Budgeting team, Finance, Program Development Unit. Program Operations team (Addis and field). Program Development & Quality technical teams. East Africa Regional Office Awards team.

KEY AREAS OF ACCOUNTABILITY:

1. Award management systems champion

• Create a baseline for current data quality in AMS for SCI Ethiopia in preparation for the Award Management Change Project global roll out.
• Actively monitor award and partner data quality in AMS and work with relevant Award Managers, Analysts, Coordinators to improve it. Provide monthly data quality reports and analysis to the CO award lead. This includes (for overall award and sub-award records), but is not limited to:
  • Opportunity / Proposals all input to AMS
  • Naming convention accuracy
  • Workflow maintenance status
  • Document upload completion from opportunity to close out (risk assessment, proposal, reports, communications, etc. – as per defined list)
  • Reporting Schedules
  • Project/Theme data
  • Humanitarian/Development categorization in AMS
  • Ending awards and Close Out data
• Manage user permissions in AMS and ensure user lists in AMS are kept up to date. Ensure handover of award responsibilities in AMS when staff members leave their positions.
• Manage partner record creation and vetting process
• Ensure key person data – Lead implementing office point person (Award staff), Project Manager, Technical Support staff names, and any additional fields are kept up to date on each award record from Opportunity and throughout any changes.
• Provide Award Key Persons Lists to Finance updated on a Monthly basis to inform the Financial Scheme of Delegation
• Provide orientation to award and non-award staff that need to use AMS
• Participate in the AMS champions network and share experience, tips and best practices on usage of AMS. Identify trends of issues and report to the group.

2.  Award File Compliance

• Ensure that all hard copy award files are complete and meet the organization standard for documentation, including sub-grant information
• Define and Lead award file compliance spot check process, to assist the Awards Unit in maintaining quality and ‘self-auditing’ to define gaps and a ‘quality score’.
• Follow up with Analysts, Coordinators and Managers on their award file quality score and actions to be taken, to improve quality of file compliance in the Unit
• Providing duty tax stamps for Fund Summaries and Partner Agreements
• Keep an up to date file on partner assessment, license/registration and other materials for CHSA annual audits

3.  Management Information (Key Performance Indicators – KPI – and key dept. outputs)

• Lead in the creation, updating, and consolidating of management information for awards to be presented to the Awards Director for Senior Management Team, Awards Unit Management Team, Program Operations and other support functions for action and decision-making purposes.
• Define an updating process to ensure quality updated information, which works well cross-functionally and provides a good baseline for the Award Management Change Project roll out.
• Share templates on a monthly basis and capture data from relevant stakeholders to be able to measure Country Programme Awards performance, checking for data accuracy.
• Consolidate data for the manual and AMS generated KPIs to enable regular reporting on the Award Unit Key Performance Indicator.

4.  Administrative Assistant to the Awards Director

• Support the Awards Director with travel, calendar, email and other administrative tasks as required by the Awards Director
• Provide support to the Awards Managers for travel bookings and, where feasible, other administrative tasks
• Updating Annual Leave Tracker and Out of Office Information for the Department.
• Support with Report sign off process (administrative follow up on form and approvals).
• Minute taking for Awards key meetings (weekly, monthly, department, Awards & Finance Monthly)
• Maintenance and organization of Awards Unit shared drive
• Facilitate meetings and events

 5.  Award Implementation, Reporting and Close out

• When a new Award/Fund Summary is approved assign the coding structure to be used
• Support BHs in mapping, phasing and re-phasing of award budgets. Provide support in relation to budget amendments and modifications.
• Conduct a monthly BVA meetings with Budget Holders and other relevant staff, and complete minutes of the meeting and follow up on agreed action points arising from the meeting.
• Support implementation of all donor financial compliance requirements in coordination with other departments
• Be the point person for all award management related issues internally and for the Member
• Maintain reporting schedule and communicate upcoming report due dates to Budget Holders, Awards and finance.
• 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
• Provide other ad-hoc  award management information and analysis from the system for the use of management as required
• Actively support budget holders in award closure activities and process

KEY COMPETENCIES (Save the Children competency framework – to Skilled level)

• Delivering Results
• Developing Self and Others
• Problem Solving
• Applying Technical & Professional Expertise
• Communicating with Impact
• Working Effectively with Others

SKILLS AND BEHAVIOURS (our 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; takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

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

QUALIFICATIONS AND EXPERIENCE

Essential

• Academic Requirements- Bachelor’s Degree in Management, Finance, Accounting, International Development, or other similar cross-applicable area – at First/Second:1 class, or Distinction/Merit.
• Work Experience – minimum 5 years work experience, out of which 2 years of Grants analysis and reporting or Program Management.
• Demonstrates Computer knowledge in MS Office (Excel, Word, etc.) to do basic graphs, pivot tables, and present data analysis in a simple, easy to understand format.
• Excellent interpersonal, communication and presentation skills
• Fluency in written and spoken English;
• Demonstrates strong learning agility in previous capacities/roles
• Other Requirements –
  • Strong analytical ability
  • Willingness and ability to dramatically change work practices, flexible in working long hours and ability to work with incoming surge teams;
  • Commitment to Save the Children values

Desirable

• Understanding of the award (grant) life cycle key stages
• Previous experience with Save the Children systems such as AMS (Award Management System) and FMS – Agresso.
• Previous experience working with Save the Children Members – has understanding of the Save the Children International/Member movement and demonstrated ability to navigate the relationship with effective communication/follow up on issues for positive results