Awards Coordinator

«Save the Children International» is the humanitarian organization with more than 100 years of history. Save the Children was founded in May 1919 in London.

SCI has been working in Ukraine since 2014. The Organization started its work in the territory of the Donetsk region. Currently, SCI is expanding its activities to eight cities of Ukraine, and Mykolaiv is one of them.

We work in the directions of education, child protection, overcoming child poverty, health care, and also we have advocacy activities related to the protection of children's rights.

CONTRACT DURATION: Expires December 31, 2024

ROLE PURPOSE:

The purpose of this position is to support the South Area Director and Program managers, in the planning, securing, and managing of awards. The position plays a lead role in award information management and shares and coordinates information across the area office and CO awards teams.

Under the direction of the Area Director and with the technical assistance of CO Award Managers, the Awards Coordinator will be responsible for ensuring that the SCI programme adheres to all its award management obligations internally within Save the Children and externally with donors. This will include financial and narrative reporting relating to donor awards and data quality in the Award Management System. This position is specifically responsible for awards and will ensure compliance with financial and administrative requirements, as well as donor-specific requirements, and make recommendations for improvements. Furthermore, he/she provides support for the area office team, ensuring compliance is adhered, partners are monitored and required documentations are in place and is uploaded on AMS.

This role will work closely with Program Implementation/Operations, PDQ, and Finance on proposals, financial and narrative reporting, monitoring and analysis, and compliance processes. In addition, the role will work collaboratively with country office on sub awards and contracts, focusing on donor compliance and accountability.

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. 

SCOPE OF ROLE: 

Save the Children (SC) is the world’s largest independent child rights organization, underpinned by a vision of a world in which every child attains the right to survival, protection, development, and participation. Our mission is to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives. Under the direction of an Awards Manager, the Awards Coordinator will be responsible for ensuring that the SCI program adheres to all its award management obligations, both internally within Save the Children and externally with donors. This will include ensuring accurate data quality in the Award Management System (AMS). This position is specifically responsible for assigned awards and will ensure compliance with financial and administrative requirements, donor-specific requirements, and coordination of project audits at the country office.

Reports to: South Area Director with a technical line to the National Award Manager 

Staff reporting to this post: None.

KEY AREAS OF ACCOUNTABILITY: 

Developing self and others; Working effectively with others

• Build relationships with other teams to support the resolution of issues and coordination of deliverables i.e. reports.
• Support the delivery of capacity building to other teams in the AO and to Partner organisations.
• Ensure Award Management System (AMS) is updated with all required documents from the start to closeout of awards, including agreements, partner reports, procurement plans, amendments, closeout documents etc. 
• Update report submission dates and upload submitted version of reports in AMS for Partnership Agreements.
• Build relationships with the AO and CO and support in the escalation of issues if required.
• Communicating with impact, negotiation and coordination.
• Engage with and coordinate across multiple stakeholder groups to support the development of high-quality proposals.
• Coordinate and review donor reports including adequate planning to ensure deadlines are met.
• Communicate and coordinate with CO Awards team to understand and record any changes related to donor compliance requirements and reporting dates.
• Facilitate award kick off meetings, including a focus on donor requirements and ensure these occur at the start of each award.
• Ensure Regular awards review meetings are done at AO level, action points are captured, shared and followed up. 

Compliance (systems, processes, donor).

• Understanding of SCI processes and other key donor requirements and communication and ensure adherence.
• Support kick-off meetings led by the Award Manager and the communication of compliance requirements across the CO.
• Understand the agreements signed with donors and make sure key compliance requirements are disseminated to all involved in the implementation of the projects.
• Liaise with country office award team to ensure that all appropriate donor guidelines, procedures, and templates are available in Area Office, to partners and others involved in the project's implementation.
• Support project stakeholders to identify potential issues and amendment requests and ensure they are flagged promptly to Save the Children Member Office via the relevant Country Office award team.
• Engage with MEAL team to participate in monitoring and analysis.
• Work with Operations team and budget holders to develop budgets.
• Highlight financial issues to Budget Holders and perform analysis to resolve issues identified.

Portfolio management and strategy

• In collaboration with finance, support AO Director to perform portfolio level budget monitoring and analysis and follow up issues identified.
• Produce management reports and escalate identified portfolio issues in a timely manner.
• Support AO Director on the regular award review processes on designated awards and communicate issue to CO Award team and other relevant departments.

QUALIFICATIONS:

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

EXPERIENCE AND SKILLS:

•   University degree in International Development, Business Administration or Finance. 

•   Highly developed interpersonal and English communication skills including influencing, negotiation and coaching.

•   Experience managing grants, contracts & sub agreements with knowledge of major funders’ guidelines (e.g. USAID, ECHO, DFID, SIDA, UNOCHA, BPRM, BHA, NMFA, BHA 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.

•   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.

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.

WE OFFER:

• Official employment
• International working conditions
• Working day from 9 a.m. to 5 p.m
• Location of the office in the center of Mykolaiv
• Medical insurance from the first working day
• Foreign language courses at the expense of the organization

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. 

Health and Safety:

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

Diversity, Equity and Inclusion: 

SCI is committed to create a truly inclusive, effective and representative organizational culture, encouraging equity and diversity among its employees and eliminating unlawful discrimination. 

Ready to hire an employee with disability.

If you are interested in the vacancy, we are looking forward for your response. A СV in English will be an advantage. 

Also, we will be grateful if you indicate the expected salary level and the level of English language proficiency.