TEAM/PROGRAMME: Area Awards Management & donor Compliance Officer

LOCATION: Mogadishu, Somalia

GRADE: 4

CONTRACT LENGTH: One year

CHILD SAFEGUARDING:

Level 5:  the post 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 country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The purpose of this post is support the Area Awards Coordinator in the planning, securing and managing of both development and humanitarian awards. The position plays a key role for the award information management specifically to the keeping of awards data up to date and will provide a frontline awards management support to the field program and support teams and shares information across departments.

SCOPE OF ROLE:

Reports to:  Area Awards Coordinator

Staff reporting to this post: N/A

Doted: National of Awards Management and Donor Compliance , Director of Awards Management and Donor Compliance

Budget Responsibilities: NA

Role Dimensions:

Save the Children operates across all zones in Somalia and currently has three main area offices and additional 11 field offices. Programmatically Somalia is a large Country Office with more than $100million annual budget and staff over 600 staff.

KEY AREAS OF ACCOUNTABILITY:

Awards Management

Ø  Support awards Management and Donor Coordinator ( for the review of all award agreements/contract received from donors and to identify potential areas of risk, compliance etc.

Ø  Prepare and facilitate as necessary the donor compliance refresher sessions are done for the staff in the area office in accordance with awards management guidelines and communicate donor compliance requirements to relevant staff periodically.

Ø  Coordinate with SC members to run the fund summery workflows and to share to programs and other departments for the new fund summaries once approved.

Ø  Support the awards Management and Donor Coordinator to work that all final approved documentation is available to all relevant staff immediately after the generation of the Fund summary in consultation with the AMS champion (Awards officer Nairobi)

Ø  Take the lead to organize all newly approved awards kick off meetings are done promptly for all new awards and relevant documentation including meeting minutes circulated across the relevant teams and uploaded onto AMS including procurement plans, MEAL plans, Phased budget and the approved project documents.

Ø  laisse with programs to ensure to meet the reporting deadlines, implementation period, amendment timing/procedures.

Ø  Assist Area awards Management and Donor Coordinator for the planning of the monthly awards review meetings and taking a notes/minutes from the meeting Trace and follow-up to Budget holders for the implementation of the monthly review actions and update to awards Coordinator for the progress.

Ø  Work with budget holders to ensure they develop and implement remedial plans based on agreed action points and closely review achievements in following month.

Ø  assist Area awards Management and Donor Coordinator to ensure all ending awards close out meetings conducted in a timely manner and ensure that all meetings minutes are recorded and filed on AMS and follow up actions regularly.

Ø  Take a lead in award close-out meetings, supporting budget holders to ensure all tasks are completed as per the close out checklist and ensure AMS documentation checklist and closeout minutes are uploaded in AMS.

Ø  Assist the Area awards management and donor compliance coordinator in taking meeting (kick off, closeots, member catch up calls)  minutes and ensure all necessary actions are captured and shared with relevant teams by next day.

Partnership Management

Ø  Receive partnership assessment requests from the Partnerships Team and verify that they comply with organizational partnership management guidelines and requirements.

Ø  Lead and coordinate partnership assessments in collaboration with key stakeholders, including Finance, Human Resources, Safeguarding, Programmes, Supply Chain, and MEAL teams.

Ø  Ensure all partners undergo reassessment every two years in accordance with partnership management requirements and established assessment procedures.

Ø  Coordinate the review of partner agreements for compliance with SCI policies, donor regulations, and organizational requirements; obtain budget confirmation from Finance and facilitate the completion of all required reviews prior to signature.

Ø  Establish partner agreements in the Awards Management System (AMS) and ensure all supporting documentation is uploaded, including assessment reports, draft agreements, budgets, workplans, and other relevant records.

Ø  Initiate and manage partnership workflows upon receipt of fully executed agreements and confirmation that all required documentation has been uploaded to AMS.

Ø  Facilitate project kick-off meetings with implementing partners to ensure comprehensive onboarding and a clear understanding of project objectives, deliverables, compliance requirements, and reporting expectations.

Ø  Share the upcoming partner reporting tracker with designated Finance and Programme focal points at least ten (10) days before report submission deadlines.

Ø  Ensure all reports received from partners are uploaded to the appropriate reporting section in AMS and proactively follow up on outstanding submissions to maintain compliance with organizational KPIs.

Ø  Monitor partner reporting deadlines on a daily basis and taking timely action to address potential delays.

Ø  Lead monthly Partner Award Review Meetings between the 12th and 20th of the following month, ensuring participation from relevant Finance, MEAL, and Programme teams to review implementation progress, financial performance, and key challenges.

Ø  Organize partnership close-out meetings at least two months before the agreement end date and ensure all key actions, decisions, and meeting records are documented and uploaded to AMS.

Ø  Provide regular performance feedback to implementing partners regarding sub-award implementation, reporting quality, audit outcomes, communication, compliance, and opportunities for continuous improvement.

Ø  Review new and amended Memoranda of Understanding (MOUs) with government institutions and ensure compliance with donor requirements, SCI policies, and organizational procedures.

Ø  Serve as the primary custodian of the MOU tracker and provide monthly updates to Programme Teams on agreements approaching expiry to prevent lapses and avoid retrospective renewals.

Ø  Contribute to the preparation of the annual Area Performance Report and ensure all required information is accurately captured and reported.

Audits

Ø  Coordinate program and other functional units for the planned audits for the period and to ensure proper entry/exit meetings conducted on time.

Ø  Ensure all field level audits started on time and all administrative/logistical arrangements coordinated with auditors prior to field visits.

Ø  Work with finance/programs to provide all requested samples and ensure CO meets it’s reporting obligations

Ø  Collaborate with finance to review the audit documentation to ensure sufficient for audit purposes

Ø  Ensure audits being conducted at area office are handled smoothly and all issues arising communicated with relevant colleagues in a timely manner including members, Awards Coordinator, Finance teams and Operations.

Ø  support to share the audit reports with members for approval prior to finalisation.

Ø  As necessary, disseminate information on grant specific audit findings to area teams as part of feedback on donor compliance.

BEHAVIOURS (Values in Practice)

Accountability:

·         Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling for the Children values

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 

Degree in Grants management, business administration, Commerce, finance/accounting, Economics or equivalent.

EXPERIENCE AND SKILLS

Essential

·      At least 2 -3 years’ work experience in finance, grants, contracts & sub grant management, auditing with knowledge of major funders’ guidelines (e.g. USAID, DFID, ECHO, SIDA, and UN etc.).

·      Experience of working with private companies, international organizations and government authorities for the implementation of programs.

·      Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams.

·      Experience of developing, reviewing and managing of partner budget and agreements.

·      Professional for Computer applications (i.e. word, advanced Excel, Outlook, PowerPoints, financial and grant management systems).

·      Excellent in planning and coordination Skills.

·      Patient, adaptable, flexible, able to improvise and remain responsive and communicate clearly and effectively under complexity work pressures and deadlines.

·      Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.

Desirable

·      Experience with award management policies, procedures and systems and Save the Children’s award management system (AMS)

·      Experience with effective partnership management policies, procedures and systems and Save the Children’s partner management process.

·      Understanding of financial reporting from Save the Children’s accounting software (Agresso)

·      Understanding of PRIME system and other SCI systems.

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.

Diversity, Equity, and Inclusion,

At SCI, we uphold the principle of equal rights and opportunities for all our employees. In our commitment to fostering a more inclusive workplace and addressing gender gaps, we have implemented additional efforts aimed at supporting female qualified candidates: -

·         Maternity leave (6 months)

·         Annual Leave 30 working days

·         10% *gross salary. (female allowance)

·         1.5 flexible working hours for lactating mothers

Qualified candidates with disabilities are strongly encouraged to apply.