TITLE: Awards Management Officer
TEAM/ Awards Management
LOCATION: ESARO – Pretoria
GRADE: 4
TYPE OF CONTRACT:
Fixed Term
CHILD SAFEGUARDING:
Level 1: the post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work.
ROLE PURPOSE:
The purpose of this post is to support the Awards 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 in PRIME & Awards Management System.
Under the direction of an Award Manager, the Awards Officer will be responsible for supporting the team to adhere to all award management obligations internally within Save the Children and externally with donors.
This role will work closely with Thematic leads, Program Coordinators/officers, Program Development Manager on proposals, financial and narrative reporting, monitoring and analysis and compliance processes.
SCOPE OF ROLE:
Reports to: Awards Manager
Staff reporting to this post: N/A
Role Dimensions: Involves extensive internal communication and coordination with thematic leads, budget holders, Country offices, Finance, RO teams and externally with SC members and partners providing operational support on all aspects of award management.
KEY AREAS OF ACCOUNTABILITY:
Compliance (systems, processes, donor)
Maintaining and driving data quality on AMS.
Update Award Management System records and ensure that it’s a true reflection of the current award status at all times, and have all required documentation attached.
Support in undertaking AMS Audit for completeness and make follow up of each award/SOF for any outstanding documentation regularly.
Participate in the award kick off meetings and be responsible for taking the minutes then uploading all relevant documents onto AMS ensuring SCI processes and relevant donor requirements are available.
Ensure all award schedules are updated and with correct reporting templates.
Maintain the monthly awards tracker including summary documents for all awards and reporting deadlines. flagging any compliance issues with the Awards manager for action.
Support in timely closeout of all RPU awards ensuring all the implementing office actions are completed.
Set-up each project on PRIME and ensure it is ready for spend by linking it to the award on AMS.
Ensuring the log-frame indicators and activities progress have been updated before each awards review meeting working closely with each award champion to update on PRIME.
Partnership support:
Support in ensuring that all partners undergo legal vetting and are input into and approved through AMS.
Participate and contribute during partner assessment and ensure that all the final documents are uploaded on AMS including the subaward agreement/addendums and annexes.
Participate in partner monitoring and upload the final program and finance monitoring tools.
Support in reviewing partner budgets to ensure they are aligned with donor agreements and compliance.
Supports the Awards Manager in ensuring data integrity and completeness of information in the system for all partner documentation including reports uploaded onto AMS.
Working closely with the finance team, ensure all partner audits financial reports are completed and updated on AMS.
Participate in RPU partner coordination calls, takes notes/actions and circulate to the team.
Support the Awards Manager in ensuring that partner closeout happens before awards closeout.
Support the partner focal point to deliver capacity building on partners award management.
Monitoring and analysis
Ensure donor budget lines in AMS are as needed for donor reporting requirements
Support the Awards Manager on regular award review processes by taking minutes on designated awards.
Support the Awards Manager in ensuring that Audits are competed in a timely manner and shared with donors.
Support in the analysis of the monthly Key Performance Indicator (KPI) results and other management information in order to identify and address operational issues.
Portfolio management and strategy
Run reports from AMS to support the AM team with monitoring of the Award Portfolio and contribute to donor mapping on a regular basis
Support in strategic business development through analysis of RPU portfolio & funding landscape, tracking of current pipeline ensuring its updated on AMS through consultations with the Program Development Manager.
Perform monitoring and analysis activities when required and work with Awards Manager to resolve any issues identified
Key competencies
Developing self and others
Coordinates with other team members to support team activities e.g Kickoff meetings, annual Planning meetings, programme review meetings.
Capacity building of self and other teams including partners on Awards management.
Communicating with impact, negotiation and coordination
Ability to communicate with budget holders, program staff and partners to obtain inputs into key processes and up to date budget figures.
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 development 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 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.
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
Professional qualification in Business, International Development, Finance/Accounting or similar
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. SIDA, ECHO, DANIDA, SDC, IOM, USAID 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, 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
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 SCI Equal Opportunities and Diversity policies and procedures.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
Updated By: PK
Date: March 2022
Evaluated: