TITLE: Awards Management Officer – Institutional Donors TEAM/PROGRAMME:

Awards Management LOCATION: Cairo, Egypt .

GRADE: 4 CONTRACT LENGTH: Till 31-December-2024 CHILD SAFEGUARDING:

Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore, a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).

ROLE PURPOSE:

This role will support the Awards Management unit in the planning, securing and managing of both development and humanitarian awards. This role will work collaboratively with Save the Children members and all departments of the Country Office program to ensure smooth management of development and humanitarian program awards, sub awards and contracts, focusing on donor compliance and accountability. This position will also be responsible to build the capacity of staff in his/her field. 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:

Reports to: Senior Awards Officer

Staff reporting to this post: None

KEY AREAS OF ACCOUNTABILITY

Developing self and others; Working effectively with others

• Support the delivery of capacity building across the Country Office

• Carry out orientations and staff trainings for amendment and budget revision procedures, donor requirements etc… for Save the Children staff and partner organizations.

• Build relationships across the Country Office, members, the Region and the Centre and escalate issues as required

Award Management

• Manage institutional donor accounts through the entire award management cycle, grant agreement analysis and revision, compliance monitoring, budget monitoring, reporting, and final closeout, ensuring all donor requirements and organizational standards are met.

• 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.

• Coordinate award Amendment processes.

• 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 award close-out, helping project managers to ensure all tasks are completed as per the close out checklist and that all required close-out documentations are kept on file.

• Ensure award close out processes are officially completed in AMS.

• Support Senior Awards officer in Coordinating Awards review meetings and follow up on the responses to action points by concerned staff

Donor Compliance

• Liaise with members to ensure that all appropriate donor formats are available in-country.

• Support heand od AMDC and Senior Awards Officer in financial analysis to identify potential issues and amendment requests and ensure they are flagged promptly to donors via the relevant Save the Children member.

• Support the country office to ensure robust and comprehensive records are maintained for all awards to meet audit requirements.

• Work with internal and external auditors as necessary.

• support budget holders in understanding donor budgeting formats and terms of budget flexibility and compliance.

• Coordinates Timely Awards Kick off meetings for New Awards

Partnerships

• Support Partnerships Lead on partner scoping, due diligence and partner selection process and ensure that SCI updated assessment tools and requirements are correctly used and completed

Prior contracting

• Obtain and submit data required for partner legal vetting in timely manner –

• Prepare Memorandums of Understanding (MOUs) Sub-award Agreements (SAA) based on requests by Ops and PDQ teams and ensure the contracting process follows SCI procedures and policies and taking appropriating actions to reflect them on AMS;

• Prepare amendments of Memorandums of MOUs and SAA based on requests by Ops and PDQ teams and ensure proper authorization and taking appropriating actions to reflect them on AMS;

• Implement SCI procedures for Sub-award Agreement close-outs and timely complete close out process on AMS;

• Update partnerships tracker with new request and actions taken

• Maintain up-to-date record for all sub-award agreements (AMS, SharePoint and Hardcopies)

• Provide inputs to program teams on compliance-related questions during partner implementation process;

• Support in providing data for internal and external auditors on SAA as necessary;

• Perform monitoring and analysis activities when required and work with relevant team members to resolve any issues identified;

• Coordinate and follow-up with Ops and Finance teams to ensure Partners’ reports are submitted and uploaded on AMS as scheduled

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Award Management System (AMS) – AMS (grants’ management database and information management system)

• Ensure that all amendments with donors are processed and approved through and the system is an accurate reflection of current award status at all times.

• • Ensure that all adequate attachments appear on AMS and are retained as part of the award audit trail.

Additional

• Deliver high quality results in line with the agreed ToR and develop effective relationships with country programme staff.

• Comply with all relevant SC policies and procedures with respect to child protection, health and safety, equal opportunities and other relevant policies and procedures.

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

QUALIFICATIONS

• Bachelor’s Degree in a related field

EXPERIENCE AND SKILLS

Essential:

• 2-5 Year of experience in the field of Awards Management and donor compliance

• Significant practical experience in both emergency and development programmes

• Deep understanding of donor financial compliance, budgeting as well as financial reporting formats and templates

• Good attention to detail and analytical skills

• Mastery of Computer Office applications (i.e. WORD, advanced Excel, Outlook, Power Point, Internet navigations, and MS teams) and good understating of financial systems)

• 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

• Excellent planning, management and coordination skills, with the ability to organize a workload comprised of varying and changing tasks and responsibilities

• Ability to interpret financial and MEAL data and explain them to non-specialized stakeholders

• Outstanding communication skills (written and spoken) both in the local language and in the English Language

Desirable:

· Master degree or a specialized training / certification in a related filed

· Familiarity working with institutional donor accounts, including organizations such as the EU, GIZ, UNICEF, GAC, AEICD, ECHO, SDC, AICS, UN agencies, and similar, throughout the full award management cycle

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.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

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.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

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

JD written by: Date: JD agreed by: Date: Updated By: Date Evaluated: Date: