TITLE: Senior Award and Donor Compliance Coordinator (National Only)
TEAM/PROGRAMME: Award Management LOCATION: Yangon, Head Office
Number of Position: 1
GRADE: NAT 3 CONTRACT LENGTH: Fixed Term

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 criminal record self-declaration will be required(at ‘standard’ level in the UK or equivalent in other countries).

ROLE PURPOSE

This role will support the Myanmar Country Office and adhere to all award management obligations internally within Save the Children and externally with donors. The Award & Donor Compliance Specialist will provide support to the Country Awards Lead in the planning, securing and managing of both development and humanitarian awards and sub-award management. This position will report to the Sr. Awards Manager and will plays a crucial role in bridging Awards and Partnership role and leverage cross learning as well as identify learning needs and gaps of AMP unit as well as others. Additionally, this role holder will support the Sr. Awards Manager with dedicated support on high-risk, complex awards; and providing analysis; compliance capacity building and monitoring of all phases of awards. This role will focus on donor compliance knowledge & resource management, tailoring learning resources that fits the needs and priority of CO, Area/Field offices and partners.

This position will manage 1 Direct staff and is responsible for training and coaching the Awards Officer to adhere to administrative requirements and meeting SCI’s global Award Management standards and maintain quality of data on AMS.

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: Sr. Awards Manager
Staff reporting to this post: 1
Direct: 1
Indirect: N/A
Budget Responsibilities: N/A
Role Dimensions: e.g. capacity building, donor compliance knowledge management, reporting, analysis

KEY AREAS OF ACCOUNTABILITY

Award Portfolio management: Communicating with impact, negotiation and coordination
• Maintain oversight on complex & high-risk awards designated and co-manage jointly to support Sr. Awards Manager
• Lead on award monitoring with a focus on critical and high-risk awards. On a monthly basis, support the Sr. Awards Manager and Director/Head of Awards Management to maintain a log of key issues identified.
• Support by embedding Award Management processes i.e. Award Kick-off, Reviews and close-out meetings throughout the entire Awards cycle.
• Support the Country Award team to improve the Award Management standards working with other functions such as Programme Operations, Finance, Supply Chain, M&E, PIU to ensure accountable reporting to donors.
• Contribute on reviewing kick-off materials, process and support AM and programme teams to cascade compliance requirement within 30 days of award start date, and suggest continuous process improvement
• Lead Award kick off meetings to ensure that all award information is shared effectively with relevant staff, including field offices and partners
• Maintain effective communications with Save the Children Members, internally with CO and represent externally with donors (as applicable)
• Coordinate with auditors as necessary

Developing self and others; Working effectively with others
• Carry out orientations and staff trainings for award management procedures, donor requirements etc for SC staff and partner organisations.
• Liaise with Members for donor materials and conduct regular donor compliance trainings and webinars for key donors identified by AM lead in country.
• Deliver trainings and facilitate sessions to CO staff, AM team & partners as identified and planned by Sr. Awards Manager and Director/Head of Award Management (e.g. donor compliance management, reporting writing & review training, budget holder’s training)
• Build relationships across the Country Office, the Region and the Centre and escalate issues as required
• Collaborate with the Senior Awards Manager and Partnership Advisor within the AMP unit to identify and address capacity gaps and needs among (SCI) staff and partners as part of sub-award management.
• Provide input to streamline donor resource materials for SCI staff and partners to use
• Contribute to donor compliance reviews and visits to operating locations, or support others to do so, to assess knowledge gaps
• Keep up to date and ensure learning for Award Management in Emergencies (AMiE) is completed and support other team members to do so

Reporting and Proposal process management:
• Review reports and provide feedback to the program team to ensure that reports are of high quality, delivered on time and supported by auditable records.
• Ensure that Member and donor feedback are addressed effectively and in timely manner.
• Be accountable for the reporting performance of the Country Office through successful negotiation in setting reporting deadlines, dissemination of information and follow up with concerned departments on both timeliness and quality.
• Provide regular and constructive feedback to Program and Finance team on quality of reports.
• Support in training/capacity building on reports writing as required including partners.
• Coordinate proposal process and support NBD, ensuring advice on donor compliance requirements, and adherence to AM standard process of mandatory documents like PART, AMET are completed and coordination for AMS workflow prior to donor submission
• Collaborate with NBD and contribute to action review meetings to share best practices and lessons learnt on process improvement
Compliance (systems, processes, donor)
• Ensure that all appropriate donor formats are available in-country and staff have a clear understanding of donor requirements/expectations throughout the award cycle.
• Co-lead to deliver and roll-out guidance sessions to SCI staff & partners on SCI’s Partnership Agreement templates (in English & Burmese)
• Bridge between partnership and award management team/s for capacity building plans as identified in assessments
• Monitor and track consistent procedure is followed in reviewing SCI’s Partnership Agreement/amendment, packaging of annexes including donor compliance checklist and systematic sharing across all Area offices and partners
• Ensure that the partner data integrity and completeness of information in the system for all partner documentation including reports is uploaded onto AMS through spot checks of AMS data.
• Ensure potential issues and amendment requests are flagged promptly to the Head/Director of Awards, then to donors via the relevant Member. Prepare waiver/derogation requests.
• Ensure all AMS records are an accurate reflection of current award status at all times, and have all required documentation attached.
• Ensure all partners and partnership agreements undergo legal vetting, are input into and approved through AMS, and work with relevant staff to ensure relevant donor requirements are understood by implementing partners

Monitoring and analysis risks
• Identifying risks related to awards and subawards (e.g. programmatic deviation, financial mismanagement escalating timely and support in drafting mitigation plans
• Ensure coordination and inputs from respective Function leads on the Proposal and Award Risk Tool (PART), review & inputs during award kick off meetings so that award risks are adequately captured, and mitigation measures prepared
• Co-ordinate with respective budget holders (PM/AM) to ensure budgets are correctly allocated and aligned.
• Ability to analyse financial issues i.e. variances and resolve by collaborating with other teams
• Ensure regular award monitoring across the country office and facilitate regular meetings with key stakeholders to ensure individual award performance is being tracked effectively, and that risks and issues are being recognised and action taken.
• Field visits to Area Offices, partner organization offices to attend face-to-face meetings, cross-functional monitoring visits and other project visits where applicable

Award Management System (AMS) Enhancement: Data Analysis
• Support the Director/Head of Awards on data analysis and in the implementation of plans to address any performance issues identified through management information and KPI results, AM reports, Right First Time (RFT) dashboard
• Mentor Awards Officer to ensure AM system is up to date to support data quality
• Train as back up AMS champion, participate in the AMS champions network and share experience, tips and best practices on usage of AMS.
• Ensure award management systems and processes are successfully implemented, and key controls are in place to support effective portfolio management and compliance with donor requirements.
• Monitor award data quality in AMS and liaise with relevant Award
• Support smooth transition between AMS & PRIME system post ‘go live’ in CO
• Managers/Coordinators to improve it. Provide monthly data quality reports and analysis to Director/Head of Awards

Child Safeguarding Responsibilities

• Ensure full understanding on the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
• Conduct in accordance with the rules of the Child Safeguarding Policy, in both personal and professional lives – which includes reporting suspicions of child abuse
• Promote the message of child safeguarding to colleagues in other organizations, children in their own and beneficiary families, and community members in general

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
• Always acts in the best interests of children
PERSON SPECIFICATION

Essential
• At least 4 years of working experiences and proven track record of award portfolio management and knowledge of major institutional donors, managing or implementing projects, fund management
• University degree relating to Social Sciences, Business Administration, International development or any other related degrees
• Experience in managing donor compliance requirements for development and humanitarian programmes
• Demonstrable facilitation skills for training delivery, capacity building sessions
• Strong communication (written and spoken), and interpersonal skills in English & local language, report writing/reviewing skills
• Experience communicating with impact in a complex and diverse stakeholder environment
• Experience of staff management, supervision and capacity building
• Problem solving skills to identify and lead the resolution of issues
• Good attention to detail and analytical skills
• Computer literate (i.e. Word, advanced Excel, Outlook, Microsoft Teams, financial systems).
• Cultural awareness and ability to build relationships quickly with a wide variety of people
• Patient, flexible, able to improvise and communicate clearly and effectively under pressure
• Excellent planning, management and coordination skills, with the ability to organise a workload comprised of varying and changing tasks and responsibilities

Desirable
• Basic understanding of operational programming, including the realities of the context
Understanding of SCI Award Management processes

General:
• Ability to work collaboratively with colleagues across the organisation developing effective working relationships to deliver outstanding results for children
• Commitment to and understanding of Save the Children’s aims, values and principles.
• Willingness and capability to comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities and other relevant policies, including the Child Safeguarding Policy

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.

All staff has an obligation and a responsibility to:
• Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
• 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.
• Ensure the way they are carrying out their work is not putting children at risk (or further risk) – this means constantly scrutinizing their work through a child safeguarding lens and talking to children about possible design/implementation “flaws”.
• Promote the message of child safeguarding to colleagues in other organizations and government ministries, children in their own and beneficiary families, and community members in general.
• Be vigilant about observing possible child abuse/harm in their personal and professional lives.

All managers have the above responsibilities as well as ensuring
• Their staff are doing the above.
• 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.

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.