Save the Children International – Awards and Strategic Portfolio Coordinator (Regional Programme Unit) Nairobi.

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TEAM: Awards Management

LOCATION: Nairobi

GRADE: 3

TYPE OF CONTRACT: National (1-year contract)
Permanent ☐
Fixed Term ☒

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; or because they are responsible for implementing the policy checking/vetting process staff.

ROLE PURPOSE: The purpose of this post is to support the Award Management team in planning, securing and managing both development and humanitarian awards. Working closely with the Awards Manager, the Awards and Strategic Portfolio Coordinator will contribute to the new business development priorities in strategic portfolio management.

This role will work collaboratively and closely with members, partners and other departments of RPU to ensure smooth management of awards, sub-awards and contracts, focusing on donor compliance and accountability. This position will also be responsible to build the capacity of staff, award information management and shares, and coordinate information across departments.

SCOPE OF ROLE:

Reports to: Awards Manager

Staff reporting to this post: N/A

Role Dimensions: Involves extensive internal and external communications and coordination. Provide operational support on all aspects of business development, award management including award contracting and donor engagement.

Travel: Occasional (up to 4 days per quarter)

KEY AREAS OF ACCOUNTABILITY:

Strategic Portfolio management

  • Lead in the analysis of donor priorities for stronger positioning by providing up-to-date donor summaries and account/donor intelligence processes.
  • Coordinate closely with ESARO business and partnerships development team and RPU programme managers to review existing funding gaps in line with the Country Strategic Plan (CSP), identify potential donors, align CSP objectives with donors funding priorities and prepare technical inputs needed for donor engagement.
  • With support of ESARO business and partnerships team organise meetings with potential donors and help input notes and follow-ups from meetings with donors.
  • In consultation with the Awards manager, head of RPU and thematic leads contribute input into strategic prioritisation, lead the development of a long-term member and donor engagement strategy to support fundraising efforts to assist in maintaining/growing the RPU portfolio over the next 1-3 years.
  • Contribute in seeking and tracking donor intelligence on prospective new opportunities or partnerships; particularly for long-term funding opportunities. Identify, research, and disseminate information on new funding opportunities from bilateral, multilateral, and other institutional donors.
  • Track up-coming funding opportunities, maintaining RPU funding tracker and ensure it is reconciled to the Awards Management System.
  • On a regular basis prepare funding and portfolio analysis for updating the senior management team on the status of the funding portfolio and key trends to monitor.
  • With support from the program assistants run reports from AMS to support the Manager with monitoring of the Award Portfolio and follow up on issues identified and solutions to resolve.
  • Analyse RPU results on Key Performance Indicators (KPI) and other management information in order to identify and address operational issues that could impact negatively on the delivery of programmes.
  • Ensure monthly performance review calls with thematic leads are scheduled and demonstrate how use of data and analysis has impacted on better quality programming, donor and partners relations.

Coordinate proposal development Processes-Programme Strategy & Quality

  • Actively tracks upcoming opportunities from donors while linking them to the CSP, positioning, resource allocation, and broader award portfolio planning to convene Go/No-go decisions on identified funding opportunities.
  • Coordinate full cycle proposal design development with support from the Awards manager, MEAL, relevant members and technical focal points.
  • Receive donor compliance resources from members and circulate to all relevant staff, including any necessary proposal guidance or templates.
  • Ensure that the mandatory SCI risk assessments (contextual risks specific to the award) are done at the CO, regional and partner level before the proposal is done and the report informs the proposal development processes. Ensures this is reviewed over the life of the award taking note of any changes and updating the awards risk matrix.
  • Working closely with the Thematic leads, lead in collating proposal inputs from relevant departments and facilitate preparation of the draft proposal package to be submitted to the relevant member for review. Review all the proposal pieces to ensure they speak to each other and are coherent.
  • In liaison with the finance team, facilitate the development and review of compliant proposal budgets that reflect technical, financial, and operational design details.
  • In liaison with the Awards manager ensure that all concept notes, proposals and proposal budgets follow internal procedures and are compliant with internal and donor standards and requirements and have been approved online prior to submission.
  • Ensure that Programme Quality Framework is addressed in all new proposals and that key elements of programme quality are included (e.g. Lessons learned from past proposals, gender, accountability, risk assessments, effective partnership strategy, etc.).
  • Coordinate and conduct the After-Action review for all funding opportunities in order to learn and improve on future new business development experiences and proposal development processes.

Compliance (systems, processes, donor)

  • Contribute to the delivery of high-quality programmes by Understanding the Award Management System, maintaining and driving data quality.
  • Coordinate closely with the programme assistants and Awards intern to ensure Award Management System records are accurate and reflect the current award status at all times.
  • Support the Awards Manager to disseminate and monitor the awards compliance requirements relating to the awards management (during kick off, implementation, budgeting and reporting and close out) to ensure all relevant staff have a clear understanding of the donor and Save the Children processes throughout the awards lifecycle and also to ensure deadlines are met.
  • Support grant Audits processes by accessing and providing required information.
  • Coordinate with the awards intern to ensure the awards close out process with partners, members and other stakeholders are closed out on time.

Donor Reporting

  • Input into high quality ‘donor ready’ reports as designated by the Awards Manager by ensuring budget lines aligned with donor reporting requirements are uploaded on the AMS .
  • Coordinate and follow SCI processes and relevant donor reporting requirements on AMS reporting to monitor awards and plan for key processes by circulating the monthly reporting tracker to the teams on a monthly basis.
  • Support the Awards Manager in responding to member/donor queries on financial reports submitted.
  • Work with technical specialists to build the capacity of staff on quality report writing.
  • Coordinates with technical, operational, awards and finance colleagues to share program achievements, results, and lessons learned with donors and partners to raise SCI profile and pre-position for future funding.

Partnership Management.

  • In collaboration with Programme managers, ensure that the partnership policies and procedures are understood and used in forming and selecting program/ project implementing partners.
  • Working closely with the Programme managers, identify and assess the strengths and weaknesses of potential partners at the design phase in selecting competitive consortia.
  • Ensure that partner assessments, legal vetting on AMS and preparation of partner agreements are undertaken as per partnership processes to ensure donor compliance requirements are factored into this.
  • Capacity building and compliance support to Program Managers to ensure all new and existing partners have regular monitoring and systems in place so that partner delivery meets donor expectations and requirements, in collaboration with programme operations and MEAL.
  • Ensure that the partner data integrity and completeness of information in the system for all partner documentation including reports is uploaded onto AMS.

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 EXPERIENCE

Essentials

  • Professional qualification in Business, International Development, Finance/Accounting or similar University degree in International development, Grants Management, Business administration, or experience working in a related role.
  • Proven experience in securing grants-driven funding through solicitations, proposal submission etc.
  • Understanding programming and willingness to participate in program events.
  • Experience managing grants, contracts & sub agreements with knowledge of major funders’ guidelines (e.g. USAID, ECHO, EU DEVCO, DFID, DANIDA, SIDA etc.)
  • Relevant experience managing donor funded projects with International NGO’s particularly those addressing human/children’s rights and those applying partnership approaches
  • Knowledge of the requirements of major institutional donors including budgeting, eligibility issues, compliance management, and reporting.
  • Strong analytical skills, computer literacy and excellent documentation skills are a must.
  • Ability to work well with a team and establish relationships with other teams/offices
  • Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
  • Experience of engaging with donors at strategy levels.
  • Experience of and well-developed skills in working in a team and proven strong coaching and capacity building skills.
  • Patient, adaptable, flexible, able to improvise and remain responsive and communicate clearly and effectively under pressure.

Desirable

  • Understanding of SCI Award Management Processes

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.

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

HOW TO APPLY

CLICK HERE to apply online

Interested applicants can view the profile and apply for this position through the URL.

The advert closes on the 3rd September 2020.

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