Regional Finance & Awards Manager – Directly Received Funds At Save the Children

TITLE: Regional Finance & Awards Manager – Directly Received Funds

TEAM/PROGRAMME: West and Central Africa Regional Finance / Awards Teams

LOCATION: Dakar, Senegal or working remotely based in a country where SCI has an office

GRADE: National 3

CONTRACT LENGTH: 24 months, renewable

CHILD SAFEGUARDING: Level 3: the post 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 country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The Regional Finance & Awards Manager – SCI Directly Received Funds will serve as the primary finance and awards focal point on all SCI Directly received funds in the region, largely funded by UNHCR and WFP donors. This role will report into the regional Head of Award Management and Donor Compliance (with an indirect reporting relationship to the regional Head of Financial Planning and Analysis) and will be responsible for regional support and coordination of planning, reporting and compliance between Donor, SCI Centre, Regional Office and Country Offices, in line with Save the Children’s policies and donor requirements. The role entails regional oversight to the entire life cycle of awards, being involved from identification until end of project with a specific focus on UNHCR and WFP funding.

The responsibilities are fulfilled working closely with implementing offices, regional colleagues and Centre Awards and Donor Compliance team to ensure timely, quality completion of all cyclical processes and providing analysis and decision support to Regional and Centre Teams. The role holder will be the first port of call for finance and awards support to Implementing Offices on UNHCR, WFP and other Directly Received funding, escalating to the Centre Donor Compliance Manager where any additional support is required. In the event of a major humanitarian 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:

Regional Head of Award Management [and Donor Compliance]

Indirect reporting relationship to Regional Head of Financial Planning and Analysis

Staff reporting to this post: None

Budget Responsibilities: None

Travel: Estimated up-to 10% of LOE, based on need and travel restrictions-permitting.

ANNUAL SALARY LEVEL: XOF 18,000,000 to XOF 22,000,000 (offer will be based on experience/internal equity and financial availability. SCI offers a competitive benefits package outside of salary).

KEY AREAS OF ACCOUNTABILITY:

Business development

Act as a business partner to support new business development, operations and award management colleagues in identification and design of projects, including support to budget planning for commodities.
Work with regional and Centre colleagues to support engagement with donor at regional level and support Country Offices in donor negotiations.
Support Resource Mobilisation teams in the region by ensuring timely Award Management System (AMS) set up, review and approvals at key pre-award stage gates (Opportunity and Proposal approvals).
Oversee and actively contribute to the development of cost proposals, including:
- Share cost proposal templates and conduct trainings on them where needed
- Ensure above-country costs are appropriately budgeted into projects
- Conduct thorough review of proposal package and budgets in collaboration with Country Office, Regional and Centre colleagues
Provide advice on donor compliance requirements and potential program delivery risks related to that donor to support Resource Mobilisation in high quality proposals.

Award Management

In coordination with the Centre, maintain knowledge on donor rules and regulations, including attending needed trainings in order to accurately monitor and review compliance, identify trends and propose solutions to advance engagement with donors.
Provide support for Award Kick off meetings to ensure that all award information is shared effectively with relevant staff, including field offices and partners
Ensure expenses are in accordance with donor rules and regulations and approved budgets
Monitor alignment of financial and award management systems.
Support Country Offices to ensure effective compliance with systems and procedures for sub-grant financial management and financial reporting.
Ensure regular award monitoring for the directly received portfolio across implementing offices in the region, and ensure regular portfolio review of the regional Directly Received portfolio
Actively monitor income claim follow up with donors in AMS schedules for the Directly Received portfolio and work with Finance and Operations to ensure any impact on working capital and cash position is well managed, with clear actions agreed with Implementing Office teams
Identify and effectively respond to risks affecting awards; determine mitigation plans; share knowledge with appropriate counterparts as relevant; and escalate concerns to the management on high-risk issues exposing Save the Children to compliance risks.
Ensure all AMS records are an accurate reflection of current award status at all times, and have all required documentation attached.
Support Implementing Offices in their activation of Pre-Approval Letters (PALs) or No Cost Extensions (NCEs)

Compliance

Ensure all stakeholders understand donor and SCI processes and requirements, and support teams across implementing offices to ensure all opportunities, proposals, contracts and amendments follow processes
Coordinate with other SC stakeholders to identify Country Office compliance capacity needs and provide/coordinate/facilitate trainings and on-the-job engagement where possible/appropriate.
Ensure that all appropriate donor formats are available in-country and staff have a clear understanding of donor requirements/expectations throughout the award cycle.
Liaise with Centre Donor Compliance Manager for any compliance training needs or escalation support requirements.
Support Country Offices in their preparation and review of donor waiver/derogation requests.
Review and coordinate agreement, amendment and close out approvals from the Regional Office perspective, to ensure compliance with requirements.
Stay up to date on key donor requirements to be able to support implementing offices in donor compliance, e.g. UNHCR and WFP agreement templates, policies, guidance, terms and conditions with advice from the Centre Donor Compliance Manager
Maintain effective communications with Save the Children members regarding donor related issues

Reporting and close-out

Conduct review and give feedback (including AMS rating) on financial reporting and donor-readiness of reports for all high-risk awards and as per need
Support Country Offices to address donor concerns and inquiries and define reporting improvement actions to ensure consistent high quality financial reporting (including global KPI results)
Support the processes for donor reporting to ensure that reports are high quality, delivered on time and supported by auditable records
Work with Country Offices and Members to ensure awards are closed out on time, ensuring AMS close-out checklist is completed
Support financial reconciliation with Country Offices and Centre finance, including final accruals, receivables and adjustments, commodity receipts and distributions, for WFP specifically – the reconciliation between donor agreements/actual expenditure/invoices raised
Support any audits as needed

QUALIFICATIONS AND EXPERIENCE

Essential

Proven knowledge of UNHCR and WFP rules and regulations, including on proposal budgeting and reporting and on cost allowability
Minimum of 4 years management experience in a corporate or an NGO environment, of which 2 years within a finance department
Understanding of business and financial planning, budgeting, forecasting, strategic modelling, reporting, analysis and KPIs
Excellent inter-personal and communication skills, including the ability to communicate and present to key stakeholders at all levels within the organisation
Ability to articulate complex information in an easy to understand manner
Solutions focused with ability to identify weaknesses and drive continuous improvement
Ability to lead, inspire, coach, mentor, delegate appropriately and provide developmental guidance to Country Offices and other colleagues with no direct line of reporting
Ability to prioritise, plan ahead, and manage a complex and diverse workload with tight deadlines
Good understanding of financial systems and procedures, Excel, PowerPoint, Word
Cultural awareness and ability to work collaboratively in an international environment with people from diverse backgrounds and cultures
Understanding of Save the Children’s vision and mission and a commitment to its objectives and values
Strong communication (written and spoken), and interpersonal skills in English and French
Basic understanding of operational programming, including the realities of the context
Experience of in-country award portfolio management and knowledge of major donors’ compliance requirements
Good attention to detail and analytical skills
Patient, flexible, able to improvise and communicate clearly and effectively under pressure