Awards Manager (FOR MYANMAR NATIONAL ONLY) At Save the Children

TITLE: Awards Manager

TEAM/PROGRAMME: Myanmar Education Consortium (MEC)

CONTEXT OF MEC:

The Myanmar Education Consortium (MEC) was established in 2013 as a multi-donor programme to support the provision of education services for marginalized, under-served children. Beginning in 2017, an updated strategy (MEC Phase 2) was developed in which MEC adopted a ‘systems-strengthening’ approach to provide support for ethnic and monastic complementary education systems. Across the Phase – 2 (June 2017 – May 2021), the programme worked with established education providers to place an emphasis on developing the quality and inclusivity of education in Myanmar, including improved retention, completion and learning outcomes, and with a broader range of diverse stakeholders to address key policy barriers towards the achievement of an equitable education system.

The Phase 3 of MEC (June 2021 to May 2025), will build on the programme’s accomplishments to date, drawing on Phase 2 progress and learning to further advance the programme goal. MEC will continue working with selected education providers to strengthen their capacity to deliver and sustain good quality learning opportunities for hard-to-reach children and to support durable improvements in the quality of teaching and learning for children attending schools operated by complementary education systems, including ethnic and monastic education, by working in partnership with established providers within these systems.

ROLE PURPOSE:

This role will work collaboratively with MEC leadership, Save the Children Awards team, partners and across all departments of the MEC programme to ensure smooth management of the MEC awards portfolio and associated sub awards. The post holder will work with others to ensure that the MEC programme adheres to all its award management obligations internally within Save the Children and externally with donors. In the event of a major emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Partnership and Program Support Director (PPSD)

Direct Reports: None

Budget Responsibilities: None

Role Dimensions: The role holder requires strong leadership and decision making on the high risk portfolio. Involves extensive internal and external communications and coordination.

KEY AREAS OF ACCOUNTABILITY:

Award Management

• Ensure that award management systems and processes are successfully implemented across the life of award, and that key controls are in place to support effective management of the award portfolio and compliance with the donor requirements.
• Develop positive working relationships and maintain effective communications across the MEC team, partners, and with Save the Children Awards team, being responsive to stakeholders needs.
• Provide regular management information to the Partnership and Program Support Director on the performance of the allocated portfolio, highlighting critical risks

Partner Assessments and Agreements

• Lead process of organisational assessments of Partners as per SCI Awards Management procedures
• In coordination with Heads of Programme draft Partner Agreements/MOUs with relevant Annexes and take through signing processes
• Work with relevant staff to ensure relevant donor requirements are effectively communicated and understood by implementing partners.
• Contribute to Capacity Building of Partners as required and identified in Assessments.
• Represent SCI to partners as required eg in contract negotiations during life of Award
• Ensure all key documents are filed accordingly

Award agreement

• Liaise with the donor/Member for clarification and confirmation of final budget figures, payment schedules and narrative/financial reporting dates. Documentation of agreements to be captured on AMS and filed accordingly
• Create Donor Reporting Codes (DRCs) on AMS
• Work with Finance team to support/advise them on DEA Code assignment and communication with field offices on allocated budget.
• Review Fund Summaries produced from AMS, checking for consistency and quality of information and summarise in writing, key reporting and compliance requirements including potential issues for Award Kick Off Meetings.
• Coordinate with respective budget holders and finance in order to ensure budgets are correctly allocated and aligned.
• Coordinate processes related to change requests, amendments etc on awards as required.

Regular Award Reviews and Donor Reporting

• Provide leadership for overall award monitoring processes and ensure effective support to partners and SMT.
• Support partnership team to coordinate the process for financial and narrative reports through circulation of timely reminders to partners.
• Coordinate the submission of donor reports ensuring consistency between narrative and financial reports and that they meet quality standards
• Highlight critical financial issues such as over/under spends to SMT and Budget Holders and collaborate with colleagues to identify responsive solutions. Prepare donor amendments/waivers/derogations as required.
• Provide technical support to partners and Budget Holders on Monitoring issues and budget revising (if required).
• Monitor the Award Payment Schedules and Income Requests for respective donors, working closely with finance to ensure this done in a timely manner. Submitting to donors as needed and maintaining AMS with up to date information.

Donor compliance

• Communicate and coordinate with Save the Children Member and donors to understand donor compliance requirements relating to award portfolio including budgeting and reporting, and ensure deadlines are met
• Plan and deliver training and capacity building related to SCI Awards Management/donor compliance as required
• Coordinate Close Out of Awards in a timely manner and in line with SCI and donor processes and procedures

Award Management System (AMS)

• Ensure that all opportunities, proposals, agreements and amendments with donors are processed and approved through AMS in a timely fashion.
• Ensure all AMS records are an accurate reflection of current award status at all times, and have all required documentation attached.
• Ensure all partners and sub-award agreements are input into and approved through AMS.

Child Safeguarding Responsibility:

• Ensure that the safeguarding of children is incorporated into relevant MEC processes and children are protected from exploitation, increased vulnerability, or any form of harm or indignity.

General

• Promote and support a strong collaborative team culture across MEC teams.
• Additional responsibilities as assigned and agreed with the PPS Director.

QUALIFICATIONS ,EXPERIENCE AND SKILLS

• A degree in International Development, Business Administration, Project Management, Finance or related fields
• A minimum of 5 years of experience working in the development / humanitarian sector.
• Proven track record of in-country award portfolio management and experience of grant/contract management & sub agreements with knowledge of major funders’ guidelines (e.g. USAID, FCDO, EU, DFAT, UNOPS etc.)
• Experience of communicating with impact in a complex stakeholder environment
• Excellent interpersonal and English communication skills including influencing and negotiation
• Strong financial skills and experience in budget development
• Good attention to detail and analytical skills
• Patient, adaptable, flexible, able to improvise and remain responsive and communicate clearly and effectively under pressure
• Excellent planning, management and coordination skills, with the ability to organise a workload comprised of varying and changing tasks and responsibilities and work under pressure
• Computer literate (i.e. Word, advanced Excel, Outlook, financial systems).
• Willingness to travel to regional/field offices and work in difficult environment according to travel requirements
• Highly developed cultural awareness and ability
• Commitment to and understanding of Save the Children’s aims, values and principles.
• Willingness and capability to comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities and other relevant policies, including the Child Safeguarding Policy
• Strong communication skills in English and Myanmar; proficiency in a Karen, Kachin, Mon, Shan or other ethnic language strongly preferred.

Success Factors: MEC operates in a high-risk context as the strategy itself tends to serve the hardest to reach children and targets support to conflict-affected areas. So, the successful Award Manager will be good at problem solving and have the ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance. He/she will maintain strong cooperative relationships with partners, other departments and interact effectively with international and national personnel both in a managerial as well as training capacity, while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. He/she will be able to work closely with a diverse team of individuals in a highly intense and fluid work and security environment. The most successful MEC team members have a strong commitment to cross-team collaboration, partnership engagement, adaptability, and accountability, thrive in evolving and changing environments and make effective conversation and communication a priority in all situations.

Ongoing Learning: In support of our belief that learning organizations are more effective, efficient and relevant to the children we serve, we empower all team members to dedicate to reflection and learning activities that further their personal and/or professional growth and development