Awards Specialist Full Time

TEAM/PROGRAMME: Awards Unit

LOCATION: Addis Ababa

GRADE: 2A

CONTRACT LENGTH: One year 

ROLE PURPOSE: 

• To ensuring all award compliance requirements are met; provide guidance and training to Ethiopia CO staff implementing different award programs as well as provide a relevant support to the unit.
• Act as main contact for the Awards assigned to him/her.
• To ensure high quality management on the awards throughout the award cycle.
• Ensure all staff and partners involved in Awards implementation and management are aware of with relevant donor rules and regulations.

Reports to: Sr. Awards Manager

Direct reports: N/A

KEY AREAS OF ACCOUNTABILITY:

Award Management

• Continuous improvement and development of all grant management systems, ensuring that they are consistent with global Save the Children procedures in CO.
• Ensure all award cycle processes (opportunity identification to award closeout) are followed through workflows on the award management systems (AMS). That all relevant documentation is uploaded in the system and up to date.
• Organize kick off meetings promptly for all new awards and that proper coding structure and budgets are communicated to budget holders, finance; any training they need is provided in a timely manner.
• Coordinate budget realignments, cost and no-cost extension requests going to member office in a timely manner.
• Ensure all requests for information from members are responded to in a timely and complete manner
• Ensure monthly BvA (Budget verses Actual) meeting minutes are shared with Budget Holders and action points followed up
• Participate on the AIR meeting and follow up meeting actions are addressed by different functions
• When SCI 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
• Ensure that award income in country should only be received if there is an award agreement that has been approved by the member/region 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 member/region is informed of any receipts promptly.
• Ensure that any losses of GIK are fully documented and written off only is appropriately authorized.
• Identify gaps/challenges on the Award implementation and escalate on due time and also propose solution to overcome the challenge faced
• Prepare summarized report updates on awards she/he managed on a weekly basis & share to the Sr. Awards manager
• Do monitoring visit to field offices & partners as necessary and provide grant related supports

Award Reporting

• Ensure before agreements are signed sufficient reporting timelines considering SCI hard close dates and internal review are indicated on all agreements
• Ensure all grant report timelines are agreed within functions and appropriate review and signoff done by Technical advisors before reports are shared to member/donor
• On any identify report delay or compromised quality escalate on due time and propose way of improvement on the qualities
• Ensure agreed internal reporting timelines are uploaded on internal report reminder digital system & regularly updated
• Provide other ad-hoc information and reports as required by the Award Management Unit Head and or Director.

Sub Award Management

• Ensure before sub agreements are signed partner organizations are vetted & partner assessment are done
• Ensure for all Sub Award agreement is prepared as per SCI standard sub agreement templates
• Base on the assessment out comes work with partnership unit on capacity building activities to the sub partner organizations
• Ensure sub grantee organization are well aware of SCI & donor compliance and are properly followed on the course of implementation
• Communicate directly with donor/member as necessary, on matters directly pertaining to contract and sub-award management ensuring member office is kept informed.
• Ensure Sub Award taps on AMS are up-to-date and all agreements, amendments, reports and communication are uploaded

Award Close out 

• Ensure Close out meeting for all Awards under the portfolio are done within 3-6 months and actions are followed
• Ensure reconciliation on ending awards and needed actions are finalized before awards are closed
• Follow up pre-close out Awards in a regular basis and ensure awards are closed before target close out dates
• Ensure all close out actions are completed on due time and sub partner accounts are closed before Awards are closed
• Liaison with member/region office for timely close out of Awards
• Support & work together with other functions (supply chain & finance) on any issues to be cleared before close out

Audit & EVR (expenditure verifications)

• Ensure all stakeholders are informed and communicated before Award end date on audit requirements of a project and follow timely actions are taken
• Support project specific or statuary Audits conducted at the CO & provide advice with regard to grant management and donor compliance
• Liaison and facilitate project specific audits with Audit focal, finance, field office & member office as necessary
• If applicable; follow up sub partner organization on doing project specific audit and collect audit reports
• Ensure sub partner Audit findings are acted upon by sub partners and documented
• Follow up on Audit requirements of each donor and followed up partners are compliant to the audit

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