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ROLE PROFILE

TITLE: Consortium Award ManagerTEAM/PROGRAMME: Sierra Leone

LOCATION: Freetown, Sierra Leone (with some travel to field sites)

GRADE: TBC CONTRACT LENGTH: 12 months

CHILD SAFEGUARDING: Level 3:  the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE: This role is intended to provide dedicated award management to a significant and growing portfolio of awards through consortia, which requires focused support to the country office, field offices and members to ensure that the awards management cycle is effectively managed. This role will work collaboratively with members and other departments of the Country office programme to ensure smooth management of consortium programme awards, sub awards and contracts, focusing on donor compliance and accountability.

SCOPE OF ROLE: Reports to: Director of Awards and New Business Development Number of direct reports: None currently

KEY AREAS OF ACCOUNTABILITY:Consortium relationship management As focal point for the consortium awards, maintain a close working relationship

with consortium lead agencies and partners Maintain an overview of SCI interactions with consortia at different levels of the

organisation, including maintaining close communication with Technical Advisors who represent SCI in technical working groups and SMT staff who represent at the steering group and board levels of consortia

Submission of all award related documents to consortia leads in close collaboration with PDQ director and technical advisors

Ensure appropriate communication with members on opportunities, proposals, implementation progress, any no cost or cost extensions necessary and the reporting for the awards

Oversee the coordination of all consortia or consortia donor field visits, ensuring a well planned visit is organised by the team and appropriate level of staff are involved.

Award Management Ensure that award management systems and processes are successfully

implemented across the life of an award and key controls are in place to support effective management of the funding portfolio and compliance with the donor requirements.

Manage proposal development and review processes, ensuring all staff inputs happen in timely and effective manner and advise on donor compliance requirements to ensure high quality and one time proposals.

Coordinate signoff processes by SMT for proposals and cost extensions on consortia awards

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Participate in consortia – led kick off meetings for all consortia awards and feedback to SCI country office, field teams and

Ensure that Consortia awards have Kick-Off meetings in both the Freetown Coordination office and at the field level (participating at the field where needed) to ensure that all award information is shared effectively with relevant staff across the country office and field offices (and any partners).

Establish systems for regular award monitoring across the country office, both implementation and BvA tracking and facilitate regular meetings with key stakeholders to support the Operations Director to ensure that performance on individual awards is tracked effectively, risks and issues are flagged and action taken as appropriate.

Coordinate the processes for donor reporting to ensure that reports are high quality, delivered on time and supported by auditable records. This includes assessing and making recommendations to improve the reconciliation process (reporting assurance mechanism) between Finance, Procurement, Logistics, Distribution, M&E that will ensure accountable reporting to donors.

Support field teams and communications unit on collection of case stories and good photographs to share with the consortia.

Maintain effective communications with Save the Children members, taking a lead for members who are funding consortia, providing them with timely updates on their awards and flagging potential issue promptly.

Provide regular management information to the SMT on the performance of the country office consortia portfolio.

Ensure that consortia awards are effectively and efficiently closed out once they are finalised.

Financial Award Management Produce and share budget versus actual reports from finance system, and to

analyse and act on BvAs Take lead in the BvA meeting for all consortium awards. Produce finance reports for consortium awards from finance system (if person

recruited has good level of financial skills) Support the finance team on inclusion of consortia awards in master budget

development, cost allocation, monitoring of award budgets, phasing and forecasting, in particular ensuring alignment between the master budget and funding tracker.

Donor Compliance Support all functions to ensure consortium and donor requirements are

understood and complied with. Ensure that all appropriate donor formats are available in-country and that key

contributing staff have a clear understanding of donor requirements and expectations at the proposal, kick off, amendment, reporting, close out and audit stage of awards.

Ensure potential issues and amendment requests are flagged promptly to consortia, donors and the relevant Save the Children member. This may include developing business cases where donor waiver/derogation requests need to be more thoroughly articulated or negotiated with donors.

Work with internal and external auditors as necessary. Work with Field Teams on consortia and consortia donor visibility, ensuring that

correct logos and formats are used throughout.

Partnerships

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Work with relevant program staff to ensure all implementing partners undergo legal vetting and capacity assessment 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.

Award Management System (AMS) Ensure that all opportunities, proposals, contracts and amendments with donors

are processed and approved through AMS and the system is an accurate reflection of current award status at all times.

Ensure all partners and sub-award agreements are input into AMS. Ensure that all adequate attachments appear on AMS and are retained as part of

the award audit trail

Capacity Building: Carry out orientations and staff trainings for award management procedures,

donor requirements etc.

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 AND EXPERIENCEEssential Experience of and well developed skills in relationship building, communication

and management Previous experience of working in consortia projects, strong understanding of

awards management and project management cycles in humanitarian contexts

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Strong in-country experience in managing awards for humanitarian donors, in particular, ECHO, EU, DFID and OFDA

Knowledge of the compliance requirements of the major donors (especially ECHO, EU, DFID and OFDA) and strong experience in reporting to donors.

Good attention to detail and analytical skills 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 organ-

ise a workload comprised of varying and changing tasks and responsibilities Ability to work flexibly and effectively with teams across all sectors and disciplines Strong communication (written and spoken), and interpersonal skills in English,

with experience in managing multicultural teams Strong financial management skills and ability to analyse financial information and

relate it to project implementation Computer literate (i.e. WORD, advanced Excel, Outlook, Internet Explorer, finan-

cial systems).

Desirable Experience with Save the Children award management system (AMS) Significant experience with NGOs in an international environment Bachelor’s degree in accounting, finance or business administration Experience in financial management and reporting Ability to produce financial reports from finance systems

Date of issue: 30th April 2015