Save The Children Award Management Coordinator Jobs in Ethiopia

Save The Children Award Management Coordinator

Jobs in Ethiopia

Job Id: 203155

Category: Accounting and Finance
Location: Addis Ababa
Career Level: Senior Level (5+ years experience)
Employment Type: Full time
Salary: As per the scale of the organization

Job Description

Introduction
Save the Children is an exciting and dynamic organization that follows a holistic approach to achieve more for children and use its resources in an efficient and sustainable way.

In every programming we aim to achieve results at scale, build partnership to influence others and increase our impact; look for innovate solutions to the problems children faces, campaign for better practice and ensure that Children’s voices are heard.

Job Title

Award Management Coordinator

Code

0024

Place of Work

Addis Abeba

Programme/Unit

Growth through Nutrition

Monthly Salary in ETB

As per the organization scale

No. of Positions

One

Length of Contract

One year with possibility of extension

Job Summary

Project Summary

The proposed project will be led by Save the Children as part of a consortium with World Vision, Norwegian Refugee Council and Action Against Hunger (hereafter referred to as SWAN).

The overall objective of the project is to contribute towards saving lives, reducing suffering and increasing human dignity for people affected by displacement in Ethiopia. The consortium approach was pursued to facilitate a coordinated joint response, minimize beneficiary overlaps, standardize assistance packages and reach the affected populations at scale in targeted hot spot locations and future humanitarian crises. SWAN members are currently and have been working with one another for many years in different settings.

Role Purpose:

Working under the guidance of the Award Manager;

The Award Management Coordinator will work on large and complex awards or portfolios
Will be responsible for participating in proposal development teams managing the cost proposal, monitoring programmatic and financial progress, preparation of donor and other internal monitoring reports.

Scope of Role:

Reports to: Award Manager

Dimensions:

Number of direct reports: none

Key Areas of Accountability:

Award management systems

Maintain all workflows on AMS, ensure all documentation maintained are final versions. Operate AMS to input all new award proposal data, awards must be approved and “activated” in AMS before they appear in Agresso and available for charging:

Track all funding opportunities through to donor agreement and donor reporting all the way until award is officially closed

Capture partner/sub-grant information

Capture donor information

Capture project/sub-theme information

Stores document for grant records

Capture approvals by members and SCI

Ensure that once approved/activated, data sent to Agresso and grant is open

Monitor awards on a monthly basis. Generate budget vs actual reports for the Budget Holder; hold monthly award meetings with Budget Holder and document minutes of the meeting on programmatic and financial topics, follow up on action points, alerting Award Manager and Director to any major issues.

Maintain up to date hard copy award files

Review Fund Summaries prior to sign off.

Award Implementation

Participate in proposal development teams as point person for budget preparation using templates provided by the Budget Unit, convert the information to donor format if needed
Ensure proposal budgets reflect all costs including support costs.

When award & Fund Summary is approved breakdown budgets by Budget Holder and assign the coding structure to be used.

Hold award kick off meetings for all relevant parties within 1 week of award/FS signing using standard SCI award kick off meeting agenda as a guide

Provide coding training to Budget Holder and relevant staff

Support implementation of all donor financial compliance requirements in coordination with other departments, providing/coordinating trainings as needed

Support efficient management of GIK in accordance with donor and SCI guidelines

Provide monthly management information on grants to BHs and Award Manager

Support BHs in mapping, phasing and re-phasing of award budgets. Provide support in relation to budget amendments and modifications.

Actively support budget holders in award closure activities and process.

Initiate award close out process 3 to 6 months before award is scheduled to end

Coordinate any award amendments

Ensure before a payment is made to a sub-grantee

There is an appropriately authorised sub-award agreement

Partner capacity assessments are complete

The sub-grantee’s payment is authorised by an appropriate person under the scheme of delegation

Previous reports from the sub-grantee have

been accepted – this includes acceptance by the programme manager that the financial report ties into the activities undertaken.

Award Reporting

Review BvAs from Agresso during soft closing each month and alert Finance to wrong charges/coding

Prepare monthly BvAs for Budget Holders and hold monthly awards meetings with Budget Holder and other relevant staff, and complete minutes of the meeting and follow up on agreed action points arising from the meeting.

Review partner reports, conduct on-site visits and provide training to partners; keeping budget holder informed through written trip reports

Prepare active grant analysis report each month for the Award Manager

Income and Debt Management

Follow up on income due from donors where funds are received in country

Inform Finance regarding expected funds and when funds are received inform Member of the receipt.

Other activities

Support audits as required

Be the point person for all award management related issues internally and for the Member

Provide other ad-hoc award management information and analysis from the system for the use of management as required

Perform other related task as required

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

Job Requirements

Academic Requirements- Bachelor’s Degree in Accounting, Finance or Management

Work Experience - 5 years of Grant analysis and reporting or Programme Management background.

Special Training- Computer knowledge in MS Office (Excel, Word, etc)

Other Requirements

Strong analytical knowledge of reports

Willingness and ability to dramatically change work practices, flexible in working long hours and ability to work with incoming surge teams;

Excellent interpersonal, communication and presentation skills;

Fluency in written and spoken English;

Commitment to Save the Children values

Teams, in the event of emergencies

In depth knowledge of donor regulations, especially of donors such as USAID, DFID, EC, ECHO, UN, NORAD, SIDA, DANIDA, AusAID

How to Apply

Interested applicants who met the Minimum requirements should send the following through www.ethiojobs.net before April 05, 2019

a. A CV (not more than 3 pages)

b. A cover letter (not more than one page)

c. A one-page table summarizing your educational background, work experience, technical skills and competencies to facilitate the screening process. Refer the vacancy announcement while doing this.

Please Do not submit copies of transcripts, academic degrees or recommendation letters with the application. You should provide them upon request otherwise your application will reject.

Please Make Sure You State the Code of the Vacancy on the Subject of Your Email ensuring that the job title is clearly stated in the cover letter. All applications should be received before or on April 05, 2019 of this advertisement.

We need to keep children safe and as such, our selection process reflects our commitment to ensuring that only those who are suitable to work with children are considered for these posts.

All successful applicants will, therefore, be required to complete a Police Check and must sign onto our Child Safeguarding Policy and Code of Conduct.

In the selection of its staff, Save the Children is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities.

Note: All travel costs should be covered by the applicants, if invited for written exam or interview.

Save The Children Award Management Coordinator
Jobs in Ethiopia