SayPro Sub-Awards Management —

Developing self and others; Networking

• Building a high-performing emergency award management team to support good practice and high-quality delivery across the response.
• Lead/Support Award Management related capacity building both within the AM team and for other relevant staff members including budget holders working on the response.
• Develop strong relationships with the region, center, members, and other Award Directors in the region; escalate issues through the correct channels when required.
• Anticipate Award Management staffing surge capacity requirement at the first onset, reporting periods and roll down and ensure that adequate staffing level is maintained throughout and that hand-overs is planned and documented.

Partnerships

• Work with relevant program staff to ensure all donors undergo legal vetting before commencing work with Save the Children, and are engaged with appropriate agreements and effective monitoring systems are in place so that partner delivery meets donor expectations and requirements.
• Work with program and partnership staff to ensure relevant donor requirements are effectively communicated and understood by implementing partners.
• Ensure the sub-award database is updated regularly.
• Coordinate with Finance and Programme teams for sub-award monitoring and review
• Coordinate corrective actions in response to any internal or external audit findings related to sub-grantee management
• Monitor and provide support to sub-grantees in preparation of their financial and programmatic reports per established agreements.
• Provide regular reports to the SMT on the status of required steps in managing sub-award management.
• Through the program Implementation team, maintain regular contact with sub-grantees to exchange information on the status of sub-grants.

Communicating with impact:

• Provide strategic support to the Response Team Leader on all aspects of award management including pipeline management through the creation and maintenance of the funding tracker
• Lead the coordination of proposals, working with PDQ, Finance, and Operations to produce high-quality, fully costed proposals whether those teams are part of existing CO or have response counterpart
• Maintain effective communications with Save the Children Members, providing them with timely updates on their awards and flagging potential issue promptly
• Ensure the production of high-quality and timely reports that accurately reflect the impact achieved and lessons learned during the implementation of an award
• Build and maintain relationships with relevant networks and award management staff of similar organizations in the country, as well as local representatives of donor organizations

Compliance (systems, processes & donor):

• Ensure all funding opportunities are coordinated, appropriate go/no-go decisions taken, and proposal development plans agreed.
• Be a champion of awards management in emergencies by applying relevant waivers and tools for emergency response.
• To ensure that the Award Management System (AMS) is effectively maintained and up to date for all response awards and sub-awards including authorization and document retention
• To ensure that key staff (including partners) have a clear understanding of donor compliance requirements in a rapid but controlled fashion throughout the project management cycle and that there is a complete audit trail of the implementation and reporting for all awards
• Work with relevant program staff to ensure all implementing partners for the response operations undergo legal vetting before 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.
• In rapid onset emergencies, work with program staff to ensure capacity assessments and induction into Save the Children policies are undertaken for all new partners, and any actions needed as a result of this are taken within an appropriate timescale

Monitoring and analysis:

• Working in collaboration with the Finance Director/response finance lead and SMT, ensure the CO has a clear framework for response master budget development, cost allocation, monitoring of award budgets, phasing and forecasting, and ensuring alignment between the response master budget and funding tracker.
• Using strong financial analysis skills to oversee the award portfolio and pipeline
• To work in collaboration with the finance department and provide technical advice regarding strategic donor costs allocations to minimize compliance issues where possible

Leadership, portfolio management & strategy:

• Define the strategic direction of the response portfolio through the development of the Proposal budget and reporting guidelines in the first phase of the response
• Work with Response SMT to map seed and another source of unrestricted funding across the membership to activate emergency flexible funding in the early stages of the response
• Coordinate with the existing CO AM team to build new donor relationships identified for the response
• Work with the existing CO AM team to align the existing portfolio with response needs according to the response scope and scale.
• To provide a detailed analysis of current/ pipeline awards to senior management

General:

• Comply with Save the Children policies and practice concerning child safeguarding, code of conduct, health and safety, equal opportunities, and other relevant policies and procedures.

COMPETENCIES FOR THIS ROLE:

• Delivering Results

Takes personal responsibility and holds others accountable for delivering our ambitious goals for children, continually improving their performance or that of the team/organization

Level required: Leading Edge

• Communicating with Impact

Communicates clearly and confidently with others to engage and influence; promotes dialogue and ensures timely and appropriate messages, building confidence and trust.

Level Required: Leading Edge

• Problem Solving and Decision Making

Takes effective, considered, and timely decisions by gathering and evaluating relevant information from within or outside the organization. Level Required: Leading Edge

• Networking

Builds and uses sustainable relationships and networks to support the work of Save the children with their team, colleagues, Members, and external partners and supporters. Level Required: Leading Edge