Awards Coordinator
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.
ROLE PURPOSE: The purpose of this post is to support the planning, securing and management of awards for Indonesia Office. The position plays a lead role in award compliance, information management, and coordinating information across departments. Under the direction of an Award Manager, the Award Coordinator will be responsible for ensuring that the Save the Children Indonesia programme follows all its award management obligations to Save the Children International, Save the Children members, and externally with donors. This will include financial and narrative reporting relating to donor awards and data quality in the Award Management System. 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 Operations, Finance, and Supply Chain on proposals, financial and narrative reporting, monitoring and analysis, and compliance processes. In working on 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:
Developing self and others; Working effectively with others
- Build relationships with other teams to support the resolution of issues and coordination of deliverables i.e. reports
- Support the delivery of capacity building to other teams in the CO and to Partner organisations
- Build relationships with the SCI region and centre and support in the escalation of issues if required
Communicating with impact, negotiation and coordination
- Engage with and coordinate across multiple stakeholder groups to support the development of high quality proposals
- Coordinate and review donor reports including adequate planning to ensure deadlines are met
- Communicate and coordinate with Member contacts to understand and record any changes related to donor compliance requirements and reporting dates
- Facilitate award kick off meetings, including a focus on donor requirements and ensure these occur at the start of each award
Compliance (systems, processes, donor)
- Understand and help to ensure donor compliance on awards/grants/contributions to the emergency response
- Understanding of Save the Children 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
- Accountable for 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
- Review of proposal budgets to identify budget lines for review or omitted costs
- Work with Finance and 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 and ability to work with Program team to determine appropriate structure
- Knowledge of donor budgeting formats to support budget holder understanding
Portfolio management and strategy
- Support Award Manager to perform portfolio level monitoring and analysis and follow up issues identified and resolve these
- Produce management reports and escalate identified portfolio issues in a timely manner
- Support Award Manager on the regular award review processes on designated awards
QUALIFICATIONS: Professional qualification in Business, International Development, Finance/Accounting or similar
EXPERIENCE AND SKILLS:
- University degree in international development, business administration, finance and/or minimum three years’ experience working in a related role
- Experience managing grants, contracts & sub agreements with knowledge of major funders’ guidelines (e.g. USAID, ECHO, DFID, CIDA, SIDA etc.) is preferable
- 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
- Excellent time management and planning capacity
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