Save the Children Awards Management Coordinator Jobs in Ethiopia

Save the Children Awards Management Coordinator Jobs in Ethiopia

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

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

How to Apply

For more information and job application details, see; Save the Children Awards Management Coordinator Jobs in Ethiopia

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