We are currently looking for Award Manager based in Vientiane Capital
The purpose of this post is to ensure programmes adhere to all grant management obligations internally within Save the Children and externally with donors. The position will also function as a key liaison and support point for the programme in relation to Awards/ grants management. Under the direction of the Head of Award, the Awards Manager will be responsible for all reporting relating to donor /Awards/grants and the upkeep of all internal systems relating to donor budgets. This role holds ultimate responsibility for the tasks outlined below with support from Support Services and Programme teams. The Awards Manager will also provide the primary award management inputs for both development and humanitarian programmes, and on-going support to develop best practice award management procedures and processes.
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.
KEY AREAS OF ACCOUNTABILITY:
Ensure they and their team fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
Conduct themselves and ensure their team conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.
That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc.
- Support the Senior Awards Advisor and Support Service Director in developing relationships with potential and existing donors (institutional and corporate) for programmes in Laos.
- Prepare materials necessary to inform donors on the programmes of Save the Children, with contributions from Programmes and Communications staff
- Ensure all donor requirements are met and all donor reports easily accessible.
- Ensure that key contributing staff has a clear understanding of donor requirements and expectations at the proposal, agreement, kick off, implementation, amendment, reporting, close out.
- Ensure that key processes are in place so that proposals, formats, eligibility, compliance, reporting, M&E and quality assurance receive optimum attention at the various stages of the award life cycle with a view of securing donor satisfaction.
- Ensure potential issues and amendment requests are flagged promptly to donors via the relevant Save the Children member.
- Ensure that all new staff receive an orientation to SCI award management processes, systems, tools, and donor compliance requirements that are relevant to the role.
- Ensure that the monthly compliance checks and visits are carried out on a regularly basis.
Awards/Grants Administration and Awards/Grants Tools
- Maintain Awards/ Grants and Funding filing system on the internal server and necessary paper files including grant tracking sheet (grant tracker)
- Ensure that programme, particularly the budget holders, and finance staff are aware of SC accountabilities to donors
- Ensure accurate and up to date information on the award portfolio is readily available to line manager and management team such as awards tracker, awards dashboard, etc…
- Work with the Finance team, supporting master budget development, cost allocation, monitoring of award budgets, phasing and forecasting, etc…
- Update awards pipeline on a regularly basis and ensure that all opportunities are tracked in it accordingly.
- Ensure that the Award Management System (AMS) is effectively maintained, up to date and accurately records the audit trail (data and process) for all awards and sub-awards with support of Awards Officer.
- Ensure the Awards Key Performance Indicators are in good results.
- Work closely with Program teams, PDQ, ensure that a proposal development plan is in place, indicating who are accountable for specific tasks until the submission to the donor
- With information provided from Finance, ensure that budgets for the proposal comply with donors’ formats.
- Support Senior Awards Advisor in the proposal development process and coordination across departments, with the region, centre and members as needed.
- Ensure that donor reporting schedules are tracked and required quality is met, and all donor reports are submitted to SC Members and donors on time
- Work with programme team to facilitate narrative reports and finance team for financial reports
- With support from Finance, produce additional reports if necessary as requested from donors (e.g., Liquidation of advance, Projected Disbursement, projections for the next quarter, etc…)
- Identify necessary adjustments in financial reports and inform finance to adjust it for submission.
Budget Monitoring and Management
- With support from the program and finance team, coordinate regular input on budget management to staff so that programmes staff familiarise themselves with donor budget and financial requirements especially for new donors
- Work with Budget holders and finance teams on monitoring use of budgets (BVA reviews)
- Negotiate with SC members (account holders) and the donors for necessary adjustments including budget revision, not-cost extension and cost extension.
- Work with relevant program staff to ensure all implementing partners undergo legal vetting and a capacity assessment including discussion and action of capacity assessment with program team prior to commencing work with Save the Children, are engaged with appropriate agreements and effective monitoring systems are in place so that partner delivery meets donor expectations and requirements.
- Work with program staff to ensure relevant donor requirements are effectively communicated and understood by implementing partners.
- Work with Compliance Manager and Finance to liaise with auditors during audit preparation time for support required
- Facilitate internal and external audits and ensure audit reports are submitted to donor/member within the timeline.
- Strengthen the knowledge and capacity of staff across all functions to manage awards and comply with donor requirements as relevant to their role by providing induction, training and coaching consistent with their various roles and responsibilities.
Bachelor degree preferred
Experience and Skills
- At least 3 - 5year experience either as in a finance position for a NGO (local or international) or in an executive position for a financial institution
- Experience of managing staff and coordinating across department
- The ability to speak, read and write in Laos and English as working languages
- Proficiency in computer use with various software packages
- Excellent communication skills
- Experience of coordinating across departments
- Experience of working with international NGOs
- Experience of budget development and management
- Experience of donor reporting and liaison
Contract length: fixed term
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.
We are working towards three breakthroughs in how the world treats children by 2030:
- No child dies from preventable causes before their 5th birthday
- All children learn from a quality basic education and that,
- Violence against children is no longer tolerated
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.
Interested candidates please submit a full application using a cover letter and up-to-date CV as a single document including contact details of three professional referees. Please also include details of your salary expectations and a copy of your ID card to Save the Children, HR Team, Rue Nerhu, Unit 25, Ban Phonexay (PO Box 7475) or email to HR department at firstname.lastname@example.org
Please indicate the title of position in your email subject line and also mention the location you apply to
Closing date for applications is: 23rd July, 2018. Only shortlisted candidates will be contacted.
Should you require to see the full role profile, please send an email by indicating the title of position and location in your email to HR team: email@example.com
We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.