Awards Management Coordinator, – Ethiopia Country Office – Save the Children

Accounting and Finance, Economics

Save the Children

Save the Children believes every child deserves a future. In Ethiopia and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.

Save the Children Ethiopia works in 9 regions in Ethiopia with a current staff complement of approximately 2,500 staff. The size of the programme and the amount of human, financial and material resources put into it as well as the requirements of different donors requires substantial amount of quality and efficient human resource. This makes Save the Children an exciting place to work.

Accordingly, Save the Children Ethiopia is looking to hire creative individuals who have the experience and competencies to work; support the development of an organisational culture that reflects dual mandate values; help establish, maintain, and improve active and regular working relationships with host government authorities, partner agencies including humanitarian and development donors, and local and international NGOs; ensure Ethiopia Country Office complies with all Save the Children Management Operating Standards and Standard Operating Procedures and that all required support is provided promptly, at scale and in line with the rules and principles.

TEAM/PROGRAMME: Awards Unit

LOCATION: Addis Ababa

GRADE:

CONTRACT LENGTH:

ROLE PURPOSE:

• Management of both Development and Humanitarian awards ensuring all award compliance requirements are met throughout the award cycle.
• Ensure all staff and partners involved in the portfolios Awards implementation and management are aware of with relevant donor rules and regulations.

Reports to: Sr. Awards Manager

Direct reports: None

KEY AREAS OF ACCOUNTABILITY:

Award Management

• Continuous improvement of the Awards management systems, ensuring that they are consistent with global Save the Children procedures in CO.
• Ensure all award cycle processes (opportunity identification to award closeout) are followed through workflows on the award management systems (AMS). That all relevant documentation is uploaded in the system and up-to-date.
• Ensure Fund Summaries for Awards are activated in a timely and accurate manner, alert Sr. Awards Manager for any problems/issues.
• Conduct kick off meetings promptly for all new awards and that proper coding structure and budgets are communicated to budget holders, finance; any training they need is provided in a timely manner.
• Coordinate budget realignments, cost and no-cost extension requests going to member office in a timely manner.
• Ensure all requests for information from members are responded to in a timely and complete manner
• Conduct monthly BvA (Budget verses Actual) meeting minutes are shared with Budget Holders and action points followed up
• Participate on the AIR meeting and follow up meeting actions are addressed by different functions
• Prepare the Consortium implementation agreements between the lead member and each of the other members ensuring there is clarity on roles and responsibilities before start of implementation.
• Ensure the system for programme-wide income and debt tracking is working and lead in chasing income from donors in liaison with Finance and ensure member is informed of any receipts promptly.
• Ensure that any losses of GIK are fully documented and written off only is appropriately authorised.
• Identify gaps/challenges on the Award implementation and escalate in due time and also propose solution to overcome the challenge faced.
• Do monitoring visit to field offices as necessary and provide grant related supports

Award Reporting

• Ensure before agreements are signed sufficient reporting timelines considering SCI hard close dates and internal review are indicated on all agreements
• Ensure all grant report timelines are agreed within functions and appropriate review and signoff done by PDQ before reports are shared to member/donor
• On any identify report delay or compromised quality escalate on due time and propose way of improvement on the qualities
• Ensure agreed internal reporting timelines are uploaded on internal report reminder digital system & regularly updated
• Provide other ad-hoc information and reports as required by the Sr. Awards Manager.

Sub Award Management

• Ensure before sub agreements are signed partner organizations are vetted & partner assessment are done
• Ensure for all Sub Award agreement are prepared as per SCI standard sub agreement templates
• Base on the assessment out comes work with partnership unit on capacity building activities to the sub partner organizations
• Ensure sub grantee organization are well aware of SCI & donor compliance and are properly followed on the course of implementation
•  Work with relevant functions to conduct monitoring visit plan and ensure regular monitoring of sub partner organizations are done and monitoring minutes are well captured and followed up 
• Liase with the Sr. Awards Manager while communicating with donor/member as necessary, on matters directly pertaining to contract and sub-award management ensuring member office is kept informed.
• Ensure Sub Award taps on AMS are up-to-date and all agreements, amendments, reports and communication are uploaded.

Award Close out

• Conduct Close out meeting for all Awards under the portfolio are done within 3-6 months and actions are followed
• Conduct  reconciliation for all ending awards and ensure needed actions are finalized before awards are closed
• Follow up pre-close out Awards on a regular basis and ensure awards are closed before target close out dates
• Ensure all close out actions are completed on due time and  sub partner accounts are closed before Awards are closed
• Liaison with member office for timely close out of Awards
• Support & work together with  other functions (supply chain & finance) on any issues to be cleared before close out

Audit & EVR (expenditure verifications)

• Ensure all stakeholders are informed and communicated before Award end date on audit requirements of a project and follow timely actions are taken 
• Support project specific or statuary Audits conducted at the CO & provide advices with regard to grant management and donor compliance
• Liaison and facilitate project specific audits with Audit focal, finance, field office & member office as necessary
• If applicable; follow up sub partner organization on doing project specific audit and collect audit reports
• Ensure sub partner Audit findings are acted upon by sub partners and documented
• Follow up on Audit requirements of each donor and follow up with partners are compliant to the audit

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 to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary Humanitarian to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal Humanitarian 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.

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; demonstrates highest levels of integrity

QUALIFICATIONS AND EXPERIENCE

• Academic Qualification- Bachelor Degree/Masters from recognized University in Accounting, Finance or Management.
• Work Experience 5 years’ experience directly related to award management.    
• Other Requirements Knowledge of local laws of the country
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching
• Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
• Fluency in English, both verbal and written, preferred
• Commitment to Save the Children values
• Knowledge of and familiarity with all major donor rules and regulations

Lien