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

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 work place 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.