KEY AREAS OF ACCOUNTABILITY:
Award management systems
- Continuous improvement and development of all grant management systems, ensuring that they are consistent with global Save the Children procedures in Addis and at field level.
- Ensure all award cycle processes (opportunity identification to award closeout) are followed through workflows on the award management systems (AMS) by the Award Coord/Analysts. That all relevant documentation is uploaded in the system and maintained in hard copy.
- Ensure Fund Summaries for SCUS awards are activated in a timely and accurate manner, alert Awards Director and management to any problems/issues.
Award Implementation
- Assign Award Coordinator/Analyst to Proposal Development Teams for preparation of cost proposals/budgets.
- Ensure kick off meetings are done promptly for all new awards and that proper coding structure and budgets are communicated to budget holders; any training they need is provided in a timely manner.
- Ensure close liaison between Award Coord/Analyst and SCUS award budget-holders to support the analysis of monthly variances both programmatic and financial. Coordinate budget realignments, cost and no-cost extension requests going to SCUS in a timely manner.
- Ensure monthly award meetings are held between Award Coordinators/Analysts and Budget Holders, that they are documented and follow up action points clearly identified and pursued.
- Ensure regular monitoring of partners is done by Award Coord/Analyst;
- Prepare summarized reports on all SCUS awards on a monthly basis for the Awards Director.
- Provide backup role for Award Coord/Analyst to ensure all stakeholder needs continue to be met during the absence of the Award Coord/Analyst.
- Communicate directly with USAID as necessary, on matters directly pertaining to contract and sub-award management ensuring SCUS is kept informed.
- Ensure relevant staff are trained and kept up to date in USAID, US Government, UN and SCUS grant compliance.
Reporting
- Ensure all requests for information from SCUS are responded to in a timely and complete manner.
- Coordinate the Award Management Team to ensure accurate and quality progress and financial reports are submitted to SCUS in a timely manner.
- Review all grant reports before sent to the donor.
- Ensure monthly BvA reports are shared with Budget Holders.
Award MOS
- Ensure SCI Management operating standard for grants is fully implemented
- Award management systems (including schemes of delegation and systematic record keeping, etc) are in place for all awards, and comply with the award management Standard Operating Procedures.
- All terms of the award/Fund Summary (including donor requirements, reporting formats, timing and supporting documentation) are complied with as outlined in the Fund Summary.
- When operating as lead or member of a consortium, the liabilities and responsibilities of members of the Consortium are set out in one Consortium implementation agreement between all Consortium members or a series of Consortium implementation agreements between the lead member and each of the other members, which are signed before any work starts
Income and Debt Management
- Ensure that award income in country should only be received if there is an award agreement that has been approved by the member via the process detailed in the award management manual.
- Ensure the system for programme-wide income and debt tracking is working and lead in chasing income from donors in liaison with Finance and ensure SCUS is informed of any receipts promptly.
GIK recording and reporting
- Ensure efficient management of GIK in accordance with donor and SCI guidelines for GIK
- Ensure that up to date GIK schedule detailing items received and distributed with their value is maintained for all SCUS grants
- Ensure that a quarterly reconciliation of stock records (receipts, distributions, on hand) to GiK schedule and accounting records, with differences investigated.
- Ensure that any losses of GiK are fully documented and written off only is appropriately authorised.
Leadership
- Provide close supervision and guidance to Award Analysts (5) and support Award Coordinators (2) as needed.
- Ensure they have timely work plans and clear objectives, that they receive regular reviews.
Audit Function
- Assist in any award specific audits.
Other
- Provide other ad-hoc information and reports as required by the Award Management Unit Director. Act as primary contact for SCUS on general award related issues as well as be the first escalation point when issues are not/can not be addressed by the Award Coord/Analyst.
QUALIFICATIONS AND EXPERIENCE
- Academic Qualification- Bachelor Degree from recognized University in Management, Accounting, Finance or.
- Work Experience 6 years, out of which 3 years’ experience directly related to award management and/or programme management.
- Special Training- Computer literate,
- Other Requirements Knowledge of local laws of the country
- Highly developed interpersonal and communication skills including influencing, negotiation and coaching
- Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
- Fluency in English, both verbal and written, preferred
- Commitment to Save the Children values
- Knowledge of and familiarity with USAID, US Government, UN rules and regulations
- Line management experience desirable
HOW TO APPLY:
Interested applicants who meet the minimum requirements should send CV (maximum of 3 pages) along with a cover letter (one page) as a single document on ethiojobs.net by indicating the code number of the vacancy; or through Ethiopia.Recruitment@savethechildren.org orwww.ethiojobs.netor Save the Children; P.O. Box 387; Addis Ababa; Ethiopia.
All applications should be received on or before November 12, 2014.
Note that copies of transcripts, academic degrees or recommendation letters should not be included with the application. You will provide them upon request.
In candidate selection, 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.
Save the Children has a Staff Code of Conduct and a Child Protection Policy which have been developed to ensure the maximum protection of programme participants and children from exploitation. Any candidate offered a job with Save the Children will be expected to adhere to these policies.
Note: All travel costs should be covered by the applicant if invited for written exam or interview.
