Save The Children – Award Officer

ROLE PURPOSE:

Within Save the Children, Award Management connects and coordinates roles and processes during the planning, securing and management of an award and plays a leading role in ensuring awards are well managed and donor compliance requirements are met.

The Award Officer’s primary role is to support the team 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.

KEY AREAS OF ACCOUNTABILITY

Program Implementation

Staff supervision and mentorship

Contribution to the Award Management Unit

• Support the successful and compliant implementation of the awards portfolio.
• Build relationships with other teams to support the resolution of issues and coordination of deliverables e.g. reports.
• Under the direction of the Program Operation Director, ensure that SCI programme adheres to all its award management obligations internally within Save the Children and externally with donors.
• Ensures compliance with financial and administrative requirements donor specific requirements and make recommendations for improvements under the support of Program Operation Director.
• Works closely with all departments on financial and narrative reporting, monitoring and analysis, and compliance processes and ensure quality reports are submitted to Members and Donors.
• Ensures Safeguarding is included in inception stage making sure the relevant documents and plans are developed by Operations team lead by the PM in coordination with the SG Coordinator.
• Ensures A specific session for Safeguarding is included in the kickoff meeting for all the awards.
• Confirming that SCI’s safeguarding principles and framework shared, signed and accepted by all partners as part of the partnership agreement annexes.

Award Management System (AMS)

• Be accountable for information (both narrative and financial) related to awards including those of partners in AMS
• Ensure the adherence and compliance to the established on line AMS to meet the range of institutional donor/member requirements
• Ensure that all contracts and amendments are appropriately approved including of partners, that new awards documentation is properly registered and updated on AMS in coordination with NBD team and that any issues with the award management system are addressed promptly and effectively
• Enhance the capacity of the staff/partners through training/coaching in the AMS procedures and skills to operate the AMS and conduct follow ups

Reporting and Liaison

• Under the supervision of the Program Operation Director, coordinate the timely production of donor-ready reports. Review narrative and financial reports and ensure they meet the donor requirements and format.
• Maintain the AMS database of the reports submitted to the donors/members
• Adherence to the reporting due dates/deadlines and conduct follow-ups with relevant departments
• Coordinate in responding to member and donor queries and requests for information

Coordination

• Assist/support and work with other departments to liaise with SC Member offices as and when required.
• Facilitate Award Kick-off meetings to ensure that all award information is shared effectively with relevant staff, including field offices and partners
• Facilitate the close out process for both awards and sub-awards
• Initiate and provide support to Program Operation Director for developing new project concepts/proposals for new or ongoing Programmes/projects, & contribute to strategic planning

Member relations

• Regular and varied interpersonal communication and negotiation with donors and members on awards
• Ensure effective coordination with all the members on awards related matter
• Provide timely quality responses to queries and requests from members/donors on awards
• Support the Award Management team on New Business Development initiatives through liaising with members/donors
• Lead/Co-facilitate monthly review meetings with relevant members