Job Description

TITLE: Area Awards Coordinator-Southern States 

TEAM/PROGRAMME: Awards

LOCATION: Mogadishu with frequent trave of field offices

GRADE: 3

TYPE OF CONTRACT: National

CHILD SAFEGUARDING: (select only one)

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; therefore, a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.

Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore, a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).

ROLE PURPOSE: The purpose of this post is to lead partnership information management, shares and coordinates information across departments in southern states.

Under the direction of the Area awards Manager, the Area Awards Coordinator will be responsible for ensuring that the partners adhere to all its partner management obligations with Save the Children and externally with donors. This will include in leading the partner qualification/ Due diligence process for selecting right partner which can increase the scale and quality of our reach. This position is specifically responsible for ensuring compliance with financial and administrative requirements, donor specific requirements and making of recommendations for improvements for partners.

SCOPE OF ROLE:

Reports to: Area Awards Manager

Staff reporting to this post: Awards Officers

Role Dimensions: This role will work closely with Program Implementation/ Operations, PDQ, Supply Chain, Partnerships, and Finance on proposals, financial and narrative reporting, monitoring and analysis, and compliance processes for active partners. In the event of 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:

Partnership Management

• Ensure all partnership management cycle processes final approved documentation is available to all relevant

staff at area level and that all relevant information generated at the area office level is uploaded in the system and maintained in hard copy in a timely manner.

• Lead in undertaking of partner due diligence process of partnerships assessments at area level to ensure donor compliance requirements are factored into this and associated risks are identified during the partner capacity assessment exercise.
• Create the partner sub-grant agreements on AMS, upload the relevant documents on AMS and manage the vetting process with the compliance teams at Centre and Partnerships.
• Update MOU/SGAs tracker sheet on monthly basis and share to program teams to share agreements timely for review.
• Lead review and finalization of MOUs/Sub grant agreements and their Amendments and facilitate CD/AR signature based on the Scheme of Delegation.
• Ensure sub award agreement for partners are timely generated on AMS for CD signature and upload required Award documents.
• Ensure partner kick off meetings are done promptly for all new sub award agreements and that proper coding structure and budgets are communicated to partners.
• Conduct separate meeting with partners on BVA and follow up on agreed actions.
• Coordinate with program operations to ensure partner close out meetings are conducted in a timely manner and ensure that all meetings are recorded and these minutes filed on partner tap in AMS and follow up actions done.
• Monitor and track country office partner functional indicators (KPIs) and report on these to the Awards Manager.
• Follow up Finance and Program teams to submit partner reports and upload on AMS in a timely manner.
• Update partner reporting schedule regularly.
• Quality assurance on all award documents before sharing with internal and third parties.Partner Capacity building, Compliance (systems, processes, donor) & Audits
• Communicate donor compliance requirements to relevant partner staff during the kick off meetings, document the meeting minutes and upload on AMS. Update the relevant partner tap in AMS.
• Ensure that donor compliance refreshers and check are done quarterly for the partners in the area office portfolio
• Accountable for driving partner tap AMS data completeness and quality for relevant SGA implemented by partners. This including conducting regular check on AMS documentation of all active partners in the area and ensure proper maintenance.
• Make support visit to the partner office to enhance partner compliance to donor and SCI regulations & policies
• Carry out refresher trainings on compliance for Partner staff in collaboration with finance and supply chain team.
• Support the delivery of capacity building to other teams in the CO and to Partner organisations.
• Ensure partner audits being conducted at area office are handled smoothly and all issues arising communicated with the Awards Manager.
• Ensure that any exit meetings are documented, and minutes shared with the Awards Manager in a timely manner to avoid back and forth with auditors during the input of management comments.
• Collaborate with finance to review the partner documentation to ensure sufficient for audit purposes and compliance with donor rules and regulations
• Provide any support required in Partnership Monitoring.
• Support the area office in undertaking the capacity building for gaps in federal and state lines ministries which is part of Southern states area priorities in 2021.
• Consolidate and lead the capacity building assessments for federal and state lines ministries to contribute the location which is part of SCI Somalia country strategic plan.
• Support the area office towards movement from MOU – Sub award agreements to complement the country strategic plan towards localisation.

Desired Competencies Delivering Results.

• Translates complex contextual information into planning and achieving results effectively
• Ability to take a range of potentially complex and conflicting information and make decisions
• Designs and reviews large and complex operations to ensure maximum impact
• Establishes clear and compelling objectives with teams and individuals and monitors progress and performance
• Holds others accountable for achieving results and challenges underperformance.

Working effectively with others

• Puts mechanisms in place to ensure effective collaborative working   across functions
• Breaks down silo working and challenges behaviour’s that are not collaborative.
• Knows when to follow and lend leadership to strengthen other leaders.

Problem Solving and decision making.

• Identifies    and addresses root causes of long-term problems facing the country programme
• Brings in external perspective to ensure strategic decision making    remains relevant and future focused
• Provides a strategic framework to support decision making
• Explores and analyses external trends and their potential impact on strategic choices
• Takes calculated risks and has the courage to stand by decisions despite resistance 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.

• 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.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

Experiences and Qualifications

QUALIFICATIONS

• Professional qualification in Business, International Development, Finance/Accounting or similar

EXPERIENCE AND SKILLS

• University degree in, Business Administration, Finance, or International Development.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• 3 years and above of experience managing grants, contracts & sub agreements with knowledge of major funders’ guidelines (e.g. USAID, ECHO, FCDO, CIDA, SIDA 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 and strategic planning abilities. Computer literacy and excellent documentation skills are a must
• Ability to proactively identify issues and problem-solving skills to address these
• Ability to establish and maintain conducive collegial relations and perform effectively as a member of a team
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Fluency in English and Somalia language.
• Computer literate.
• Excellent time management and planning capacity
• Availability and willingness to work extra hours during times of humanitarian responses.

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.

Child Safeguarding:

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.

Adult Safeguarding.

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy, all employees are also expected to carry out their duties in accordance with SCI protection from sexual exploitation abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures

Skills Required

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