Award & Partnership Assistant (for national only)

ROLE PURPOSE:

The Award & Partnership Assistant is a key support role responsible for assisting the Award & Partnership Coordinator in managing awards and partnerships within the Ukraine Central Area Programme. This role ensures compliance with donor requirements assists in financial and narrative reporting maintains award and partnership records and provides administrative support to strengthen Save the Childrens partnerships.

The Assistant will work closely with the Program Implementation/Operations Finance and CO Awards & Partnerships teams to maintain up-to-date award and partnership information and ensure timely submissions of reports. The role also supports partner onboarding compliance tracking and partner capacity-building activities.

In the event of a major humanitarian emergency the role holder may be required to work outside the normal role profile and be available to work flexible hours.
KEY AREAS OF ACCOUNTABILITY:

1. Award & Partnership Information Management

• Maintain and update Award Management System (AMS) with relevant award and partnership documentation including agreements partner reports procurement plans amendments and closeout documents.
• Track and update donor and partner report submission dates in AMS and ensure timely uploads of submitted reports.
• Support the maintenance of an updated tracker of active partnerships ensuring all agreements financial reports and narrative reports are recorded.

2. Reporting & Compliance Support

• Assist in preparing financial and narrative reports for donor awards and partnership agreements ensuring alignment with Save the Childrens internal processes and donor requirements.
• Support the review and verification of partner financial and programmatic reports identifying compliance issues and flagging concerns to the Coordinator.
• Liaise with the country office award and partnership teams to ensure donor guidelines compliance requirements and reporting templates are updated and accessible to all stakeholders.

3. Partnership Coordination & Capacity Building

• Assist in the onboarding of new partners ensuring all necessary due diligence assessments MoUs and agreements are completed in compliance with Save the Childrens standards.
• Support partner training sessions and workshops helping to strengthen local partners capacity in award management financial reporting and donor compliance.
• Coordinate with technical and MEAL teams to ensure partners are actively engaged in project monitoring evaluation and learning activities.

4. Administrative & Logistical Support

• Provide logistical support for award and partnership meetings including scheduling agenda preparation and minute-taking.
• Assist in organizing and documenting award and partnership kick-off meetings and regular review meetings at the Area Office level.
• Support procurement contract administration and payment processing related to partnership activities.

5. Communication & Coordination

• Act as a focal point for communication between program teams finance teams and partners ensuring smooth coordination and timely issue resolution.
• Assist in drafting and formatting correspondence related to awards partnerships and donor communications.
• Facilitate information flow between Area Office and Country Office teams regarding compliance updates reporting deadlines and award modifications.

SKILLS AND BEHAVIOURS (SCI Values in Practice):

Accountability:

• Takes ownership of tasks ensuring deadlines and deliverables are met.
• Ensures proper documentation and filing of all relevant award and partnership materials.

Ambition:

• Sets clear goals and takes responsibility for professional growth.
• Seeks learning opportunities and contributes to team improvements.

Collaboration:

• Works effectively across teams and with partners fostering a culture of cooperation.
• Values diversity and maintains respectful relationships with all stakeholders.

Creativity:

• Identifies opportunities to improve processes and efficiency in award and partnership management.
• Proposes solutions to challenges in reporting and compliance.

Integrity:

• Upholds Save the Childrens values and policies ensuring transparency in all actions.
• Maintains confidentiality and ensures data security in award and partnership processes.

QUALIFICATION:

• Bachelors degree in Business Administration International Development Finance Political Science or a related field.
• Minimum 1-2 years of experience in award management partnership coordination finance or administration preferably within an NGO or donor-funded environment.

EXPERIENCE AND SKILLS

Essential:

• Strong organizational skills and attention to detail with the ability to manage multiple tasks simultaneously.
• Good English communication skills (written and verbal) including experience in preparing reports and coordinating with multiple stakeholders.
• Proficiency in Microsoft Office (Word Excel PowerPoint) and experience with award management or financial tracking systems.
• Ability to work effectively in a cross-cultural environment and maintain professional relationships with partners and colleagues.
• Strong problem-solving skills and ability to proactively identify and address issues.

Desirable:

• Familiarity with major donor regulations ( ECHOBHA UNOCHA).
• Experience working in humanitarian or development programs.
• Knowledge of Ukrainian and/or Russian languages is an advantage.

Additional job responsibilities

The duties and responsibilities outlined above are not exhaustive and may change depending on project needs. The post holder may be required to take on additional responsibilities within reason and their level of experience.

Equal Opportunities

The post 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.

Health and Safety

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