OB TITLE: Awards Assistant
TEAM/PROGRAMME: Award Management
LOCATION: Cairo, Egypt
GRADE: 5
Type of Contract: Fixed Term
CHILD SAFEGUARDING:
Level 3. The responsibilities of this post may require the post holder to have regular contact with children and young people. In the overseas context all posts are considered to be level 3.
ROLE PURPOSE:
This role will support the Award Manager in the planning, securing and managing of both development and humanitarian awards. The position plays a key role in award information management and shares and coordinates information across departments.
Under the direction of the country office’s Awards Manager, the Awards Assistant will be responsible for ensuring that Save the Children’s Award Management System (SCI-AMS) is always comply with the global standard, quality and capturing are requirements in term of awards records and documentations.
This role will work closely with Program Operations, business development team, Supply chain, and Finance on partnership contracting progress, AMS issues, Award Management different trackers and general compliance issues.
SCOPE OF ROLE:
Reports to: Awards Manager
Staff reporting to this post: none
KEY AREAS OF ACCOUNTABILITY :
Awards Management
- Support the Awards Officer to improve the reconciliation process (reporting assurance mechanism) between Finance, Procurement, Logistics, Distribution, M&E that will ensure accountable reporting to donors.
- Support and where appropriate coordinate the internal processes for preparation of donor reports.
- Assist with the coordination of Award regular performance meetings, e.g. Kick-Off, Review and close-out meetings.
- Support the effective dissemination of award information so that all key contributing staff have a clear understanding of Save the Children processes and donor requirements and expectations throughout the lifecycle of an award (opportunity to close-out).
Partnership and Donor Compliance
- Support program staff to comply with Save the Children partnership policies and procedures, and ensure all implementing partners undergo legal vetting and that the appropriate agreements are completed prior to commencing work with Save the Children.
- Support Awards Officer in drafting new partnership agreement and ensure that donor’s special condition annexes were developed, and attached to final PA documents.
- Support the country office to ensure robust and comprehensive records are maintained for all awards to meet audit requirements.
- Ensure that all request for modification submitted through Awards Officer are processed on AMS and all follow-up actions were conducted to modify awards records at the soonest.
- Work with internal and external auditors as necessary.
Award Management System (AMS)
- Ensure all partners and sub-award agreements are uploaded into AMS.
- Ensure that all opportunities, proposals, contracts and amendments with donors are processed and approved through AMS and the system is an accurate reflection of current award status at all times.
- Ensure award close out processes are officially completed in AMS as per the close out checklist and all required close-out documentation.
- Ensure that all adequate attachments appear on AMS and are retained as part of the award audit trail.
- Produce different analytical reports to AM from AMS on portfolio, Pipeline, sub-awards and other and escalate identified portfolio issues in a timely manner.
Additional
- Comply with all relevant SC policies and procedures with respect to child protection, health and safety, equal opportunities and other relevant policies and procedures.
SKILLS AND BEHAVIOURS (SCI Values in Practice)
Accountability:
- Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling SCI 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, takes responsibility for their own personal development
- Widely shares their personal vision for SCI, engages and motivates others
- Future orientated, thinks strategically
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
Integrity:
- Honest, encourages openness and transparency
QUALIFICATIONS AND EXPEIENCE
Essential
- University degree in business administration, Finance, Economic, or similar fields.
- At least 1 to 3 years’ substantial experience working with a humanitarian/ development INGO Organizations/ Or Local NGO in one of the following fields (Grants, Financial, Accounting, Administration and Compliance management)
- Excellent planning, management and coordination skills, with the ability to organize a demanding workload comprised of diverse and challenging tasks and responsibilities
- Excellent planning, management and coordination skills, with the ability to organise a workload comprised of varying and changing tasks and responsibilities
Desirable
- V.Good attention to detail and analytical skills
- Computer literate (i.e. WORD, advanced Excel, Outlook, Internet Explorer, financial systems)
- Knowledge of donor requirements and experience of NGO award management systems and processes
- Knowledge of the requirements and experience managing awards from major donors including budgeting, eligibility issues, compliance management, and reporting.
- Strong communication (written and spoken) in the local language and minimum intermediate level in English
- Cultural awareness and ability to build relationships quickly with a wide variety of people
- Patient, adaptable, flexible, able to improvise and remain responsive and communicate clearly and effectively under pressure
Equal Opportunities
The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Author by: Egypt Co Awards Manager
Date: Aug, 2018
More Information
- Job City Cairo
