Save the Children Recruiting in Zambia: Awards Management Coordinator
- Company: Save the Children
- Location: Lusaka, Lusaka Province, Zambia
- State: Lusaka
- Job type: Full-Time
- Job category: NGO Jobs in Zambia
ROLE PURPOSE: The purpose of this post is to support the Awards Manager (AM) 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.
Under the direction of the Award Manager, the Awards Coordinator will be responsible for ensuring that the SCI programme adheres to all its award management obligations internally within Save the Children and externally with donors. This will include financial and narrative reporting relating to donor awards and data quality in the Award Management System (AMS). This position is specifically responsible for assigned awards and will ensure compliance with financial and administrative requirements, donor-specific requirements and to make recommendations for improvements.
This role will work closely with Program Implementation/ Operations, Program Development & Quality (PDQ) 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.
KEY AREAS OF ACCOUNTABILITY :
- Support the AM to ensure that award management systems and processes are successfully implemented across the life of an award and key controls are in place to support effective management of the funding portfolio and compliance with the donor requirements.
- Provide coordination to proposal development and review processes, ensuring all staff inputs happen in timely and effective manner and advise on donor compliance requirements to ensure high quality and on time proposals.
- Support the AM in leading Award Kick-Off meetings to ensure that all award information is shared effectively with relevant staff across the country office (including field offices) and partners.
- Support to establish systems for regular award monitoring across the country office and facilitate regular meetings with key stakeholders.
- Support the Program Operations Director to ensure that performance on individual awards is tracked effectively, risks and issues are flagged and action taken as appropriate.
- Work with the AM to support the finance team on master budget development, cost allocation, monitoring of award budgets, phasing and forecasting, in particular ensuring alignment between the master budget and funding tracker.
- Support the AM to coordinate the processes for donor reporting to ensure that reports are high quality, delivered on time and supported by auditable records. This includes assessing and making recommendations to improve the reconciliation process (reporting assurance mechanism) between Finance, Procurement, Logistics, Distribution, Monitoring, Evaluation, Accountability & Learning (MEAL) that will ensure accountable reporting to donors.
- Work with relevant program staff to ensure all implementing partners undergo legal vetting and capacity assessment prior to commencing work with Save the Children.
- Ensure that all partners are engaged with appropriate agreements and effective monitoring systems are in place so that partner delivery meets donor expectations and requirements.
- Work with program staff to ensure relevant donor requirements are effectively communicated and understood by implementing partners.
Compliance (systems, processes, donor)
- Understanding of SCI processes and other key donor requirements and communication and adherence to these
- Understanding of the Award Management System (AMS) and reporting functions, and ensure AMS is up to date to drive data quality
- Support in driving AMS data completeness and quality for relevant awards
- Support kick-off meetings led by the Award Manager and the communication of compliance requirements across the CO
Monitoring and analysis
- Provide support and review of proposal budgets to identify budget lines for review or omitted costs
- Work with Operations team and budget holders to develop budgets
- Financial analysis skills to perform award monitoring processes, highlight financial issues to Overseers and Budget Holders and perform further analysis to resolve issues identified
- Understanding of donor reporting codes (DRC) budget codes and ability to work with Program team to determine appropriate structure of cost
- Ensure adherence to donor budgeting formats to support budget holder understanding
Portfolio management and strategy
- Support AM Manager to perform portfolio level monitoring and analysis and follow up issues identified
- Support in producing management reports in line with country office key performance indicators (KPIs) Support Award Manager on the regular award review processes on designated awards
QUALIFICATION, EXPERIENCE, AND SKILLS
- University degree in International Development, Business Administration, Finance or relevant field.
- Highly developed interpersonal and communication skills
- Experience managing grants, contracts & sub-agreements with knowledge of major funders and guidelines (e.g. USAID, ECHO, DFID, CIDA, SIDA etc.)
- Relevant experience managing donor funded projects with International NGO’s particularly those addressing human/children’s rights and those applying partnership approaches
- Strong analytical skills and strategic planning abilities.
- Computer literacy and excellent documentation skills are a must
- Ability to proactively identify issues and solve problems
- Ability to establish and maintain conducive collegial relations and perform effectively as a member of a team
- Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
- Excellent time management and planning capacity
- Availability and willingness to work extra hours during times of humanitarian responses
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.
Please visit our website on https://zambia.savethechildren.net/about-us for detailed job advertisement indicating specific requirements needed for the position.
How to Apply
Please send only your application letter clearly stating the position in the subject line with a detailed CV indicating 3 traceable referees, one of whom should have been a direct supervisor, through email to The Director Human Resources at [email protected].
PLEASE DO NOT ATTACH COPIES OF YOUR CERTIFICATES
The closing date for receipt of applications is 21st January 2018 (Extended for one week).
Only shortlisted candidates will be notified. Save the Children reserves the right to re-advertise if suitable applicants are not found.