Awards Manager

EXTERNAL ANNOUNCEMENT

TITLE: Awards Manager

Contract Type: National

TEAM/PROGRAMME: Programme Operations

LOCATION: Bangkok Thailand

CONTRACT LENGTH: Open-ended

ROLE PURPOSE:

As a member of the Save the Children Thailand (SCT) Extended Senior Management Team (ESMT) the Awards Manager shares in the overall responsibility for the direction and coordination of SCT. The Awards Manager provides leadership to ensure excellence in working with Save the Children (SC) members donors and partners in both emergency and development contexts. The position leads the organisation in providing strategic oversight and information on the current and pipeline awards portfolio.

This role will work collaboratively with members and other departments of SCT to ensure smooth management of and high-quality delivery of development and humanitarian programme proposals awards sub awards and contracts. The person will manage an Awards Coordinator as well as an Awards Assistant or intern depending on the evolution of the awards portfolio. The position will be also responsible for capacity building of staff on awards management and donor compliance and improving internal ways of working. The individual will play a key role in the development of a culture that promotes the primacy of ensuring Save the Children delivers high quality programmes.

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: Director of Programmes and Humanitarian

Staff reporting to this post: yes

Budget Responsibilities: yes

Role Dimensions: Collaborate with members and other departments of SCT to ensure smooth management of and high-quality delivery of development and humanitarian programme proposals awards sub awards and contracts

KEY AREAS OF ACCOUNTABILITY:

Communicating with impact negotiation and coordination

• Provide coordination support to proposal development and review processes ensuring all staff inputs happen in a timely and effective manner. Also provide advice on donor compliance requirements to ensure high quality proposals.
• Coordinate the processes for donor and SC member reporting to ensure that reports are high quality delivered on time and supported by auditable records.
• Maintain effective communications with Save the Children members and Global Teams regarding donor-related issues.
• Ensure that all award information is shared effectively with relevant staff including field offices and partners during kick-off meetings.
• Oversee the close out process and work with members to ensure awards are closed out on time.
• Coordinate with auditors as necessary.

Compliance (systems processes donor)

• Clear understanding of SCI processes and key donor requirements and support teams across NO to ensure all opportunities proposals contracts and amendments follow SCI processes
• Ensure proposal development processes align with internal and donor compliance by managing the proposal process and work plans as well as all revisions as required.
• Ensure that all appropriate donor formats are available in-country and staff have a clear understanding of donor requirements/expectations throughout the award cycle.
• Ensure potential issues and amendment requests are flagged promptly to the Senior Management Team then to donors via the relevant member. Prepare donor 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 sub-award 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 (this may include capacity building)
• Serve as the fraud focal point leading in annual capacity building and working closely with department heads to coordinate any necessary investigations.

Monitoring and analysis

• Support the Awards Coordinator to coordinate with budget holders to ensure budgets are correctly allocated and aligned as per donor compliance
• Analyse donor compliance and program implementation issues and timely escalate as and when needed

Award Management and Donor Compliance leadership portfolio management and strategy

• 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.
• Ensure regular award monitoring across the national 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.
• Provide regular management information to the senior management team on the performance of the National Office portfolio.
• Lead on the implementation of plans to address any performance issues identified through management information and KPI results
• Engage and represent SCT in/with Regional/Global Award Management counterparts and contribute/participate in strengthening functional processes (i.e. capacity building peer-to-peer support community of practice)

Developing self and others; Working effectively with others

• Support the development and performance of the Awards Coordinator and Awards Intern(s)
• Support the delivery of capacity building both within the awards team and across the SCT carrying out orientations and staff trainings for award management procedures and donor requirements for Save the Children staff and partner organisations.
• Build relationships across SCT teams the Region and Global teams and escalate issues as required.
• Work closely with the programme team and relevant functions to provide technical support to the partners on the sub-award agreement and donor compliance.

As a member of the Extended Senior Management Team will contribute to:

• The development of an organisational culture that reflects our full spectrum values promotes accountability and high performance encourages a team culture of learning creativity and innovation supporting our people to deliver outstanding results for children and excellent customer service for colleagues members and donors
• Active and regular working relationships with apartner agencies including humanitarian and development donors and local and international NGOs
• Lead in coordinating and reporting on internal global assurance audits (every 2-3 years)
• Ensuring that the Thailand NO complies with all Save the Children policies and procedures outlined in the SCI Quality Framework including during emergency response
• Support Executive Director and SMT in decision making and strategic direction especially in relation to funding and portfolio development pipeline management and go/no go decisions.

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:

• Professional qualification relating to business finance accounting or international development

EXPERIENCE AND SKILLS:

Essential

• Proven track record in award management and knowledge of major donors compliance requirements
• Experience communicating with impact in a complex stakeholder environment
• Experience of staff management supervision and capacity building in Award Management
• Proven track record of supporting a senior management team
• 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 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
• Basic understanding of operational programming including the realities of the context
• Strong communication (written and spoken) and interpersonal skills in English with experience in managing multicultural teams

Desirable

• Specific experience working with EU-supported awards
• Familiarity with SCI systems (e.g. Award Management System) and processes is an advantage

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.

Health and Safety

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

Interested candidates should apply and submit a motivational letter comprehensive CV expected salary and details of at least 3 referees.

Due to the volume of applications only shortlisted candidates will be contacted.

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