Awards Officer

TITLE: Awards Officer

Contract Type: National

TEAM/PROGRAMME: Awards

LOCATION: Bangkok Office

CONTRACT LENGTH: One year with possible extension

ROLE PURPOSE:

The purpose of this post is to support the Award Management team in the planning, securing, and managing of both development and humanitarian awards. The position involves supporting award information management and compliance with systems and processes.

Under the direction of an Awards Manager (Head of Award Management), the Awards Officer will be responsible for supporting the team in adhering to all award management obligations internally within Save the Children and externally with donors.

This role will work closely with Programme Implementation/ Operations, Business Development, and Finance on proposals, financial and narrative reporting, monitoring and analysis and compliance processes.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Awards Manager (Head of Award Management)

Staff reporting to this post: None.

Direct: –

Indirect: –

Budget Responsibilities: Restricted and flexible awards; approximately 1 million USD.

Role Dimensions:

The Awards Officer is pivotal in developing personal and team capabilities, emphasizing collaboration within and across teams, particularly in finance and operations. Effective communication, negotiation, and coordination are essential for providing high-quality donor-ready reports and engaging stakeholders. Compliance is a central focus, necessitating adherence to SCI processes, donor requirements, and proficient use of the Award Management System (AMS). Monitoring and analysis skills are critical for accurate budgeting, facilitating award review meetings, and conducting financial analysis. The role actively contributes to donor reporting, manages reporting schedules, and engages in portfolio monitoring and strategic problem-solving. Navigating complex relationships, ensuring compliance, and strategic portfolio management define the role’s complexity and dimensions.

KEY AREAS OF ACCOUNTABILITY:

Developing self and others;

• Working effectively with others
• Work with other team members to support team activities
• Build relationships with members of other teams, i.e. finance and operations
• Involvement in capacity building to build skills in Award Management

Communicating with impact, negotiation and coordination;

• Input into high-quality ‘donor ready’ reports as designated by the Awards Coordinator
• Communication with budget holders, program staff and partners to obtain inputs into key processes and up-to-date budget figures
• Support the Awards Manager/Awards Coordinator in compiling data and updates on our programs’ performance to share with members/donors

Compliance (systems, processes, donor);

• Learn and follow SCI processes and relevant donor requirements
• Understanding of the Award Management System (AMS) and reporting functions, and assisting the Awards Coordinator to ensure AMS is effectively maintained, up to date to drive data quality, and accurately records the audit trail (data and process) for all awards and sub-awards
• Assist the Awards Coordinator to ensure that any additional digital and hard copy files that are necessary for a clear and user-friendly system
• Ability to use AMS reporting to monitor awards and plan for key processes, i.e. donor reporting
• Assist the team in understanding donor compliance requirements relating to award management, including budgeting and reporting, and ensure deadlines are met
• Basic understanding of donor compliance and development of compliance checklists if needed

Monitoring and analysis

• Ensure donor budget lines in AMS are as needed for donor reporting requirements.
• Assist the Awards Coordinator in facilitating monthly Project Progress Review Meeting (PPRM), coordinate with the Programme team to schedule the meeting and ensure that the required document for the PPRM is shared with the PPRM review committee before the meeting date.
• Financial analysis skills to perform award monitoring processes and identify any issues for further analysis
• With support from the Award Manager, ensure regular staff training on budget management so that the operations department is familiar with donor budget and financial requirements, especially for new donors.
• With support from the Award Manager, negotiate with Save the Children members (account holders) and the donors for necessary adjustments, providing evidence and clear plans for any necessary amendments.
  • Work as a team with the Awards Coordinator to ensure that donor reporting schedules are tracked and required quality is met, maintaining a good quality score on our reporting KPIs (including close-outs of the project)

Donor Reporting

• Work as a team with the Awards Coordinator to work with the Technical and Operations teams to facilitate narrative reports and finance team for financial reports, developing clear workflows and tracking for accountability.
• With support from finance, produce additional reports if necessary as requested from donors (e.g., liquidation of advance, projected disbursement, form 269A, projections for the next quarter).

Portfolio management and strategy

• Run reports from AMS to support the AM team in monitoring the Award Portfolio.
• Perform monitoring and analysis activities when required and work with the Coordinator and Manager to resolve any issues identified.
• Problem-solving skills to address and work through issues when they arise.

BEHAVIOURS (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 for delivering 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 and their team, take responsibility for their personal development and encourage their team to do the same
• Widely shares their personal vision for Save the Children, and engages and motivates others.
  • Future-orientated thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships with their team, colleagues, Members, external partners and supporters
• Values diversity sees it as a source of competitive strength
• Approachable, a good listener, and easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.

Integrity:

• Honesty encourages openness and transparency and demonstrates the highest levels of integrity.

QUALIFICATIONS

• Thai National
• Professional qualification in Business, International Development, Finance/Accounting or similar
• Computer literate (i.e., Word, advanced Excel, Outlook, financial systems). Strong command of MS Excel.
• Patient, flexible, able to improvise and communicate clearly and effectively under pressure
• The ability to speak, read, and write in Thai and English as working languages. Good command of English
• Ability to multi-task. Work well under tight deadlines and pressure.

EXPERIENCE AND SKILLS

• University degree in International development, business administration, finance and/or experience working in a related role
• Experience managing grants, contracts & sub-agreements with knowledge of major funders’ guidelines (e.g. EC DEVCO, USAID, ECHO, etc.)
• Experience in working with local partner organizations
• Relevant experience managing donor-funded projects with International NGOs, particularly those addressing human/children’s rights and those applying partnership approaches
• Strong analytical skills, computer literacy and excellent documentation skills are a must.
• Ability to work well with a team and establish relationships with other teams/offices
• Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Highly developed interpersonal and English communication skills, including influencing and negotiation
• Experience working with implementing partners and managing sub-awards/grants
• Excellent time management and planning capacity

Desirable

• Specific experience working with EU and USG-supported awards

Additional Job Responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the Save the Children Equal Opportunities and Diversity policies and procedures.

Child Safeguarding

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding Our Staff

The post holder is required to carry out the duties in accordance with the Save the Children anti-harassment policy.

Health and Safety

The role holder is required to carry out the duties in accordance with Save the Children Health and Safety policies and procedures.

Interested candidates should apply and submit a motivational letter, comprehensive CV, expected salary and details of at least 3 referees via the following link;

Apply here

Due to the volume of applications, only shortlisted candidates will be contacted.

“We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse”