SCI Syria Response Office
ROLE PROFILE

TITLE: Award Management Director
TEAM/PROGRAMME: Save the Children Syria Response Office Senior Management Team / LOCATION: Amman
GRADE: TBC / CONTRACT LENGTH:
12 months
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 police checking/vetting process staff.
ROLE PURPOSE:
The Award Management Director is responsible for delivering an efficient and effective award management function. They will lead award management for all programmes, and develop best practice award management processes across the Syria Response Office. The role has three main aspects to it: lead and develop the Syria Response award management effort; capacity building staff, and contributing to the development of best practices systems and processes.
SCOPE OF ROLE:
Reports to: Syria Response Director
Staff directly reporting to this post: 4 direct reports and 3 dotted line reports
KEY AREAS OF ACCOUNTABILITY:
As a member of the Senior Management Team, contribute to:
  • Leadership of the Syria Response office
  • Supports the development of an organisational culture that promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, supporting our people to deliver outstanding results for children and excellent customer service for colleagues, other members and donors
  • Supports the design and implementation of a coherent organizational structure that is appropriate to program needs and consistent with agency practices
  • Ensure the Syria Response office complies with all Save the Children policies and procedures outlined in the Quality Framework where applicable
  • Ensures that all required support is provided promptly, at scale and in line with the rules and principles during emergencies, working closely with the Regional Office
Strategic Award Management
  • Provide strategic support to the Deputy Syria Response Director on all aspects of award management including pipeline management and donor compliance; champion Award management at the office
  • Lead the coordination of proposals, working with PDQ, Finance and Area offices to produce high quality, fully costed proposals
  • Ensure the production of high quality and timely reports that accurately reflect the impact achieved and lessons learnt during the implementation of an award
  • Build and maintain relationships with relevant networks and award management staff of similar organisations in the country, as well as local representatives of donor organisations.
  • Develop strong relationships with the region, centre, members and other Award Directors in the region; escalate issues through the correct channels when required
Systems, processes and donors
  • To engage globally on the development of Save the Children systems and processes and the sharing of best practice
  • To ensure that the Award Management System (AMS) is effectively maintained and up to date for all awards and sub-awards including authorisation and document retention
  • To ensure that key staff (including partners) have a clear understanding of donor compliance requirements throughout the project management cycle and that there is a complete audit trail of the implementation and reporting for all awards
Monitoring and Analysis
  • Working in collaboration with the Finance/IT Director and SMT, ensure the Syria Response has a clear framework for master budget development, cost allocation, monitoring of award budgets, phasing and forecasting, ensuring alignment between the 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 with a view to minimise compliance issues where possible
Portfolio management and strategy
  • Define the strategic direction of the awards management unit and undertake effective planning that supports the unit to establish and maintain an efficient and effective awards management process
  • To use key performance indicators and other management information to identify and address operational issues that could impact negatively on the delivery of programmes
  • Work with SMT to engage with donors and identify possible funding opportunities in line with response strategy
  • To support in the development of a Syria Response funding strategy that enables proactive engagement across Save the Children globally and with donors to secure funding opportunities in a timely manner, making recommendations and flagging issues to Senior Management
  • To provide detailed analysis of current/ pipeline awards to senior management
  • To engage with Save the Children globally and provide information to support in the building of professional relationships with donors to identify strategic fundraising opportunities
Supervise and manage AM staff
  • Ensure appropriate staffing at all levels of the AM department (Work with Senior Management Team to recruit, manage and motivate team)
  • Ensure appropriate gender and ethnic diversity within the AM team.
  • Ensure that AM staff have clearly defined objectives and understand their responsibilities.
  • Incorporate staff development strategies and Performance Management Systems into team building process. Establish result based system and follow up
  • Ensure availability of appropriate professional development opportunities for AM staff
  • Encourage a team culture of learning, creativity and innovation.

SKILLS AND BEHAVIOURS (our 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 others to do the same
  • Widely shares their personal vision for Save the Children, engages and motivates others
  • Future orientated, thinks strategically.
Collaboration:
  • Builds and maintains effective relationships, with their team, colleagues, other 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

QUALIFICATIONS AND EXPERIENCE
Essential:
  • Excellent planning, management and coordination skills, with the ability to organise a demanding workload comprised of diverse and challenging tasks and responsibilities
  • Proven track record of active contribution to a senior management team, and providing strategic support across multiple sectors and/or regions
  • Extensive experience with NGOs with increasing responsibilities including a proven experience of establishing and running the award management function in the field
  • Knowledge of the requirements of major institutional donors including budgeting, eligibility issues, compliance management, and reporting; experience of engaging with donors at a strategic level
  • Well-developed skills in staff management. Proven coaching and capacity building skills
  • Understanding of the financial aspects of award management, and understanding of operations and programming
  • Very strong attention to detail, problem solving skills, and ability to analyse trends
  • Computer literate (i.e. Word, Excel, Outlook, Internet Explorer, financial systems)
  • Cultural awareness and ability to build relationships quickly with a wide variety of people
  • Patient, adaptable, able to improvise, and communicate clearly and effectively under pressure
  • Strong communication (written and spoken) in English, and strong interpersonal skills, with experience in managing multicultural teams
Desirable
  • Experience with award management policies, procedures and systems and Save the Children's award management system (AMS)
  • Understanding of financial reporting from Save the Children's accounting software (Agresso)
  • Experience of Project Management, M&E Management or Funding Coordination

Date of issue: August 2017 Author : SK, Syria Response Director

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