Save the Children International
Save the Children is the world’s leading independent organization for children. Our Vision is a world in which every child attains the right to survival, protection, development and participation. In Zambia, Save the Children works in the following Thematic areas: Education, Health & Nutrition, Child Protection, Child Rights Governance and Child Poverty; including Humanitarian response. Save the Children wishes to invite qualified individuals to apply for the position of Awards and Partnerships Manager.
DUTY STATION: Lusaka
CHILD SAFEGUARDING: Level 3: The post holder will have contact with children and/or young people either frequently ( e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
The Awards and Partnerships Manager is responsible for delivering an efficient and effective award management function. S/he provides support to Project and Program Managers from start-up to close out. The Awards and Partnerships Manager is responsible for the administration of all contributions that SCI receives to deliver both its humanitarian and development projects for children including grants, contracts and good in kind (GIK). S/he connects and coordinates roles and processes during the management of an award and plays a role in ensuring awards are well managed and donor compliance requirements are met. The AM provides direct support and information to field-based teams to deliver donor compliant awards with high quality and timely donor reports. The Awards and Partnerships Manager supports the development of the CO’s best practices in award management systems and processes.
SCOPE OF ROLE:
Reports to: The Country Director
Staff reporting to this post:
Direct: Awards Coordinator(s)
Budget Responsibilities: None
Role Dimensions: This job holder will have close working relationships with the Finance Department, Program Operations, Regional/Field Offices and Project Managers and must coordinate closely with the Department for Programme Development and Quality technical, MEAL and business development colleagues to ensure that SC’s AM system (AMS) is up to date and award Kick-offs are planned in a timely and quality manner
KEY AREAS OF ACCOUNTABILITY:
Portfolio analysis support
Undertake effective planning that supports the Awards Management team to establish and maintain an efficient and effective awards management process.
Use key performance indicators and other management information to identify and address operational issues that could impact negatively on the delivery of programmes.
Provide a quarterly detailed AMS report on the current pipeline and disaggreated reports of current awards (geographic region, type of donor, member, etc.) to the DPDQ and the Program Development and Resource Mobilization Manager for their analysis and presentation to SMT
Complete joint opportunity and risk assessments during the proposal development process.
Coordinate review of agreement documents including the donor contract and fund summaries before approval of the agreement workflow to ensure the contractual obligations are feasible for the Country office.
Review all award agreements for potential areas of risk, providing a summary of key areas.
Ensure all award cycle processes are processed as timely AMS workflows and all relevant information is uploaded in the system and maintained in hard copy.
Directly link with the SC Member awards staff for timely issuance of necessary workflow and fund summary once award is approved.
Provide management information to Eastern and Southern Africa region Office (ESARO) and SMT on award status, progress and risks on a monthly basis
Disseminate all award information, compliance requirements to relevant staff at the start of an award and at least bi-annually to ensure understood by all
Collaborate with the finance department to ensure accuracy and time input of award information on the finance system
Coordinate and support award kick-off meetings in collaboration with the PDQ MEAL and Technical teams, Project Managers, Regional Area Managers and ensure that other relevant departments are involved including Finance, logistics, HR, security and that in these meetings fraud risks are identified and mitigation plans developed
Collaborate with the Area Managers/ budget holders to conduct regular budget and implementation monitoring, including the monthly Budget variance analysis to identify deviations in implementation progress and flag any unforeseen delays or requests for support to the member
Participate in regular joint partner monitoring to support with capacity building on award management.
Coordinate budget realignments, amendments, cost and no-cost extension requests directly with the PDQ technical and BD team, ensuring that they are submitted to the member and donor in a timely manner.
Coordinate with program operations to ensure close out meetings are conducted in a timely manner, ensuring that all meetings are documented and minutes filed on AMS and follow-up actions are completed.
Ensure that the AMS is effectively maintained, up to date and accurately records the audit trail for all awards and sub-awards.
Work with Finance to ensure that phased awards budgets are uploaded on Agresso
Communications on awards management
Provide strategic support to the DPO on all aspects of award management including pipeline management and donor compliance.
Ensure timeliness of donor reports that accurately reflect the impact achieved and lessons learnt during the implementation of an award.
Build and maintain relationships with relevant networks and award management staff of similar organization in the country.
Working in collaboration with the Finance and SMT, ensure the CO monitoring of award budgets, ensuring budget expenditure in line with FS.
Donor and member Reporting
Coordinate and ensure the timely drafting and submission of reports by working with field operations staff, project and program managers, to ensure timely first drafts and by working with the PDQ technical and MEAL teams, to ensure timely quality review and technical revision and analysis is included.
Produce and distribute a robust and updated report calendar to Operations, PDQ and Finance teams and coordinate report preparation processes where applicable
Support the process of sending final drafts and final reports to SC member staff and/or or directly to the donor, when possible.
Ensure donor compliance during reporting in terms of templates and budgetary ceilings
Ensure that reports are submitted to the member as per requirements of the fund summary and reporting deadlines including match reports
Accountable for keeping the donor and member informed of any significant issue on awards in close coordination with the DPDQ, the DPO, Head of Finance and the CD.
Manages the contractual relationship with the donor/member through communication on reports, contracts and audits.
Ensure that donor compliance requirements e.g. reporting deadlines, amendment procedures, audit and SCI award management policies are understood and a plan is in place to ensure these are met.
Ensure potential issues and amendment requests are flagged promptly to donors via the relevant Save the Children member. This may include supporting the development of business cases where donor waiver/derogation requests need to be articulated or negotiated with donors.
Collaborate with the member awards focal point to ensure that all donor compliance requirements are inputted into the AMS system before the fund summary workflow is ran.
Support partner assessments, the legal vetting on AMS and preparation of partner agreements to ensure donor compliance requirements are factored into this.
Capacity building and compliance support with all new and existing partners including regular monitoring and systems in place so that partner delivery meets donor expectations and requirements, in collaboration with programme operations.
Ensure that all partner documentation including reports are uploaded onto AMS through spot checks of AMS data.
Monitor partner risk, and financial and operational compliance.
Award management System and Processes
Oversight on the AMS award portfolio and pipeline.
Ensure that the Award Management System (AMS) is effectively maintained and up to date for all awards and sub-awards.
Ensure that key staff (including partners) have a clear understanding of donor compliance requirements throughout the project management cycle and that there is a complete audit trail of the implementation and reporting for all awards.
In collaboration with the member coordinate donor audits and resolution of issues arising.
Coordinate the awards close out process before the end of an award to ensure that donor and SCI guidelines are followed.
Staff Development and Coaching
Build CO staff capacity in award management and support on good practice and high-quality delivery across the Country Office.
Lead Award Management related capacity building both within the AM team and for other relevant staff members including budget holders
Develop strong relationships with the region and other Award leads in the region; escalate issues through the correct channels when required.
Comply with all relevant SC policies and procedures with respect to child protection, health and safety, equal opportunities and other relevant policies and procedures.
BEHAVIOURS (Values in Practice)
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 development to improve performance and applying appropriate consequences when results are not achieved.
sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development 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.
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.
develops and encourages new and innovative solutions
willing to take disciplined risks.
honest, encourages openness and transparency; demonstrates highest levels of integrity
A minimum of a Bachelors’ Degree in Business Administration or finance management or professional qualification such as ACCA, CPA etc. or the equivalent accrued working experience in a related position.
EXPERIENCE AND SKILLS
At least 6 years experience in grants management and relevant experience supervising community based social development projects with International NGO’s particularly those addressing human/children’s rights issue and those applying partnership approaches is desirable.
Strong analytical skills and strategic and operational abilities.
Excellent interpersonal and communication skills; ability to establish and maintain conducive collegial relations and perform effectively as a member of a team and with other teams.
Excellent time management and planning capacity; ability to muti-task and deal with complexity.
Full computer literacy and excellent documentation skills are a must.
Availability and willingness to work extra hours during times of critical responses.
Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
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.
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
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.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
The closing date for receipt of applications is Wednesday 23 November 2022. Only short-listed candidates will be notified.
Save the Children reserves the right to re-advertise if suitable applicants are not found.
Save the Children is an equal opportunity employer and qualified female applicants are encouraged to apply.