ROLE PURPOSE:
The Awards Management intern will provide overall support to all Awards and Implementing partners. He/she will liaise with all relevant departments to ensure the effective management of the awards.
SCOPE OF ROLE:
Reports to: Awards Assistant
Key contacts: Head of Awards, Awards and Partnership Coordinator, Partnerships Specialist.
Dimensions:
Save the Children works in 9 field offices in Kenya. This staff will provide support to all field offices.
Staff directly reporting to this post:
None
KEY AREAS OF ACCOUNTABILITY:
Proposal development
Ensure all award documentation at proposal stage is managed and processed in a timely manner and uploaded onto AMS and that the related workflows are run in a timely manner.
Awards, Partnerships and AMS Management
Support in preparing for the monthly Award and Partner review meetings, record action points from the meetings and circulate these promptly.
Support in preparation of partner agreements.
Support in ensuring award kick off meetings are planned for in a prompt manner and the planning is well-coordinated with the other relevant functions.
Play a role in developing overall analysis of budget vs actual expenditures (BVA) for monthly review meetings.
Maintain the income tracker and funding tracker, and also share the status with the team on a weekly basis.
Maintain the close out backlog tracker and do regular follow ups with the various teams to ensure close out of pending SOFs.
Support the Awards Assistant to populate and share the partner reporting tracker and also update the Awards Management System (AMS) on a timely basis.
Support the Awards Assistant in sending out timely calendar invites for the award led meetings
Support in taking action points in the award led meetings and further getting this reviewed and circulated on a timely basis.
Support in putting together management information from AMS to the rest of the team via a portfolio analysis report on a monthly basis showing information on awards in pipeline, active awards, awards under amendment, high risk awards and closed awards.
Ensure that AMS is effectively maintained, up to date and accurately records the audit trail for all awards and sub-awards.
Donor Compliance
Support on donor compliance to ensure requirements such as reporting deadlines, implementation period, amendment timing/procedures, audit and SCI award management policies are well understood and adhered to.
DESIRED COMPETENCIES
Delivering Results
Establishes clear and compelling objectives with teams and individuals and monitors progress and performance
Holds others accountable for achieving results and challenges under performance.
Working effectively with others
Puts mechanisms in place to ensure effective collaborative working across boundaries
Enables people from a wide range of backgrounds and perspectives to contribute to positive outcomes
Breaks down silo working and challenges behaviours that are not collaborative
Problem Solving and decision making
Identifies and addresses root causes of long-term problems facing legacy awards
Brings in external perspective to ensure decision making remains relevant and future focused
Explores and analyses external trends and their potential impact on strategic choices
Takes calculated risks and has the courage to stand by decisions despite resistance
Leadership and Developing Others
Delivers needs-based results in complex and fast-changing contexts
Evaluates the opportunities and risks of each idea and solution to make informed strategic decisions
Demonstrates courage by willingness to confront difficult situations and take potentially unpopular decisions
Actively encourages a team environment where team members feel able to contribute,champion or challenge decisions
Conveys complex strategic issues with clarity,brevity and confidence
Develops and implements processes to ensure that the workplace is inclusive and the talents of individuals are harnessed to achieve individual and organisational success.
QUALIFICATIONS AND EXPERIENCE
Essential
Bachelor’s qualification in Commerce, Economics, Business Administration or equivalent.
Excellent planning, management and coordination skills, with the ability to organise a demanding workload comprised of diverse and challenging tasks and responsibilities.
Very strong capacity for attention to detail, problem solving, and analysis of trends.
Computer literate (i.e. Ms Office and knowledge of grant management and financial systems would be an added advantage).
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.
Strong communication (written and spoken),and interpersonal skills in English,with experience in a multicultural setting
Desirable
Experience with Save the Children award management policies, procedures, systems, and Save the Children’s award management system (AMS).
Experience of project management, M&E management or funding coordination.
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