Awards Coordinator ECW&GPE (National)
Save the Children is the second grant agent for the Education Cannot Wait (ECW) Pooled Fund in Syria with overall responsibility for the delivery of the ECW funding with partners in the North East of the country. In addition, it is also the grant agent for the Global Partnership for Education (GPE) ESPIG targeting North East Syria as well.
This role will work collaboratively with Members and Country office departments as well as the Area Offices to ensure smooth management of development and humanitarian programme and awards functions. The person will be responsible for maintaining a portfolio of awards and their respective sub awards. The position will be also supporting capacity building of SCI and partners and improving internal ways of working and promoting quality and efficient program implementation.
The coordinator will support the Senior Education Manager in ensuring that ECW and GPE programs adheres to all its award management obligations internally within SCI and externally with donors. This will include vetting and collaborative scoping of partners; supporting proposal development processes from donor compliance perspective; Supporting SRO donor reporting function; ensuring timely and quality data in the Award Management System; drafting sub-award agreements with partners, working with SRO- Area Offices to ensure compliance with financial and administrative requirements, donor specific requirements and to make recommendations for overall improvements. S/he will be responsible to maintain the Awards Management function along the Awards Management Cycle starting from the inception phase till the close out of both GPE and ECW grants. S/he will also undertake ongoing review of the portfolio and provide data and metrics to inform decision-making.
In addition, the coordinator will collaborate with the Senior Education Manager, Finance Officer, and MEAL Coordinator under the 2 grants in ensuring quality implementation, monitoring and reporting in line with SCI’s procedures, policies and standards. He/She will coordinate monthly calls with partners and support the Program Manager to follow through action points from the meetings.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and to be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports Direct: Senior Education Manager
Reports Indirect: Head of Awards and Partnerships
Staff reporting to this post: NA
Budget Responsibilities: NA
This position will be expected to work across the two grants ECW and GPE under the supervision of the Senior Program Manager. S/he is also expected to work closely with the Awards coordinators at SRO Area Offices and partners; strengthening their capacities, as well as close collaboration to enhance the awards management processes as well as working closely with the Area Manager/Education Coordinators to facilitate effective and quality implementation.
Also expected to engage externally with Partners, Regional office and Members when and where its required/delegated by the line manager.
Staff directly reporting to this post: No direct reports but technical support and coordination of in-country relevant staff including MHPSS specialists and CP specialists based in the Area Offices
Other stakeholders: SRO CP TA, SRO Edu TA, Ops staff in AOs, MEEE MH-PSS TA.
KEY AREAS OF ACCOUNTABILITY:
Developing self and others; Working effectively with others
* Work as a team member of the ECW-GPE Program Management Unit (PMU) to support the development and performance of Syria Response portfolio;
* Support in providing orientations and staff trainings on Awards Management procedures, and donor requirements for Save the Children staff and partner organisations;
Communicating with impact, negotiation and coordination
* Provide support in the proposal development and the revision processes by providing advice on donor compliance requirements to ensure compliant submission of the proposals and amendments;
* Facilitate the whole processes of donor reporting to ensure that reports are in good quality, delivered on time, and supported by auditable records;
* Support in maintaining effective communications with Members, AOs, CO, PMU and Partners regarding Awards Management and donor compliance related issues;
* Support the Awards Coordinators at the NES AO in conducting effective Award Kick off meetings to ensure that all award’s information is shared effectively with relevant staff;
* Active participation in the Monthly Awards Review Meetings at field and members’ level;
* Lead on the Award’s close-out process and work with NES AO, SRO functional departments, the Regional Office and Members to ensure complete and compliant awards clos-out;
* Coordinate with Awards Dept. – MO, and partners to ensure effective drafting for the sub-award agreements under the ECW and GPE awards;
* Ensure Sub-award information on AMS is complete and up to update;
* Working with finance to ensure the timely internal review and clearance of all financial documentation and reporting associated with sub-grants;
* Support in monitoring the compliance of partner’s programs with donor and SCI requirements and raise issues affecting external/internal compliance to the PMU and Members;
* Support the improvement and the revision of AMCP tools and systems;
* Maintain the Sub- Awards tracker and ensure regular maintenance of Sub-Awards files for GPE and ECW;
* Maintain a broad and deep understanding of relevant donor policies, regulations and procedures;
* Raise compliance issues proactively with the relevant levels;
* In line with AMCP, supports to lead partner sub-award Kick off- meetings, Sub-award regular review meetings, and sub award close out meetings in collaboration with the PMU;
Compliance (systems, processes, donor)
* Promote for clear understanding of SCI processes and key donor requirements, and support team to ensure all opportunities, proposals, contracts and amendments follow SCI processes;
* Prepare donor waiver/derogation requests in coordination with PMU;
* Ensure all partners undergo legal vetting and sub-award agreements undergo review, are inputted into and approved through AMS, and work with relevant staff to ensure relevant donor requirements are understood by implementing partners (this may include capacity building).
Program and award Management leadership, portfolio management and strategy
* Support in ensuring program and award management systems and processes are successfully implemented, and key controls are in place to support effective portfolio management and compliance with donor requirements;
* Support in ensuring regular awards monitoring across the Area Offices and facilitate regular meetings with key stakeholders to ensure individual award performance is being tracked effectively, and that risks and issues are being recognised and action taken.
QUALIFICATIONS AND EXPERIENCE
Professional qualification relating to business, finance, accounting or international development
* University degree in Business Administration or project management or relevant domain.
* Relevant experience supporting donor funded projects with International NGO’s
* Experience communicating with impact in a complex stakeholder environment
* Experience in staff management, supervision and capacity building in Award Management
* Proven track record of supporting a senior management team
* Problem solving skills to identify and lead the resolution of issues
* Good attention to detail and analytical skills
* Computer literate (i.e. Word, advanced Excel, Outlook, financial systems).
* Cultural awareness and ability to build relationships quickly with a wide variety of people
* Patient, flexible, able to improvise and communicate clearly and effectively under pressure
* Excellent planning, management and coordination skills, with the ability to organise a workload comprised of varying and changing tasks and responsibilities
* Basic understanding of operational programming, including the realities of the context
* Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams;
* Deep understanding of Partnership Principles
* Understanding of internal control environment needs related to Syria programming.
* Experience with Save the Children Award Management System (AMS);
* Significant experience with NGOs in an international environment;
Proficiency in Arabic;
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.
We are working towards three breakthroughs in how the world treats children by 2030:
* No child dies from preventable causes before their 5th birthday
* All children learn from a quality basic education and that,
* Violence against children is no longer tolerated
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.
Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations. A copy of the full role profile can be found at www.savethechildren.net/careers
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.
All employees are expected to carry out their duties in accordance with our global anti-harassment policy.
We encourage qualified women and persons with disabilities to apply.