The Awards Manager,DGH manages a caseload of awards within a business team’s award portfolio from opportunity to closeout.
S/he is accountable for meeting award management targets and metrics for the caseload of awards, and for ensuring any reportees have the skills and resources to perform their functions effectively to ensure the effective flow of resources to Save the Children International (SCI) and other Save the Children members in Department of Global Health technical sector.
Liaising with relevant stakeholders, particularly technical, finance and fund-raising staff, and country office award managers, the Manager/Specialist problem-solves to ensure health of the caseload of awards, escalating to the Sr. manager as needed.
S/he contributes to continuous improvement, recommending process improvements for senior management consideration.
Essential Duties, Responsibilities and Impact
Planning Opportunity Identification & Donor Engagement
- Support in tracking and identifying funding opportunities
- Represent agency and internal interests to potential partners and donors
Securing Public and Private Resource Development
- Support the development of concept notes; provide feedback to COs; incorporate reviewer feedback into concept notes
- Manage the process of developing and submitting cost proposals in collaboration with SCI and relevant partners
- Draft sections of proposals (capability statements, budget narrative, management plan, reps and certs, etc.) as assigned
- Draft, edit and coordinate staffing documents for proposals (1420 Bio-data, CVs, Bio-statements, Skills Matrices, etc.)
- Support country-specific proposal development as requested (support cost coordinator, review narrative and budgets, etc.)
- Support the department/agency to maintain knowledge management systems around resource development (ensuring documents are posted on AMS, as applicable, maintaining libraries, storing cap statements, PPRs, 1420s, bio statements etc.)
Monitoring and Management Portfolio
Award Workflow:
- Complete all data entry and follow all processes to ensure funds can be tracked on SCUS and SCI systems Draft fund summaries
- Review draft agreement documents & submit feedback to members
- Issue Pre Award Letters
- Create and update Internal Obligated Budgets for Agresso; submit to Grants and Contracts to input in Agresso
- Produce final fund summaries (FS)
- Negotiate donor terms and conditions in coordination with CO and Grants and Contracts staff
- Adapt to new processes and systems as they are developed
- Process amendment workflows as needed
Monitor and Manage Award Portfolio
- Work collaboratively with COs, SCI HQ, other SC members, and relevant partners and sub-grantees. Serve as main point of contact on assigned awards for COs and SCUS stakeholders (i.e., TA providers, program officers, other Business Teams, Finance, Grants and Contracts, HR, etc.)
- Escalate issues or risks as appropriate
- As needed, be the key point of contact for donor on resources provided to SCI and ensure timely and effective communications to donors on matters related to their resources
- Work with Finance and relevant technical staff leads to monitor rate of spending in COs and SCUS home office including charges such as personnel, travel, consultancy, sub-grant agreements, and troubleshoot and escalate as needed
- Work with COs and Finance to monitor match reporting when required by donor
- Work with COs and Finance to ensure expense charges are allowable, allocable and reasonable; and follow up to ensure errors are corrected
- Assist with budget planning and monitor monthly budget versus actual expenditures; compile and analyze annual and budget submissions
- Ensure all donor communications, requests, amendments, etc. are communicated effectively and quickly to the relevant SCI offices and recorded/stored for future reference
- Track and monitor project-specific Level of effort (LOE) reporting as needed for awards in his/her portfolio and/or departmental sharing of LOE as directed
- Support the department/agency to maintain knowledge management systems (ensuring award files are kept up to date in consistent manner to support backstopping and handover)
Donor Compliance
- Monitor award implementation, reporting and procurements to ensure compliance and appropriate completion
Partnerships
- Support the development of and manage sub-award agreements to SC Member countries or partners as needed, including wire transfers and ad hoc support
Project Start-up
- Ensure startup call/meeting with CO is planned and executed – review project timeline, deliverables and donor requirements in detail
- Ensure CO capacity building support (such as technical advice, award management, donor information/compliance, SCUS structure) needed from SCUS is identified and coordinate with the relevant SCUS departments and staff ( IP, Finance, and Account Managers) to meet those needs
- Coordinate and communicate relevant project-specific LOE budget splits to home office staff
Donor Reporting (Narrative)
- Facilitate communication and ensure timely, accurate narrative reporting to donors
- Review interim and final narrative donor reports generated by CO
- Coordinate with Resource Development and/or the appropriate Account Manager on submission of donor reports to private donors
- Coordinate response to donor queries when needed
Donor Reporting (Financial)
- Facilitate communication and ensure timely, accurate financial reporting to donors.
- Review interim and final financial donor reports
- Coordinate with Finance as needed on financial reporting, ensuring a review of all financial reports prior to donor submission
- Coordinate response to donor queries when needed
Project Close-out
Ensure completion of the SCI and SCUS Closeout Checklists and that awards in AMS and Agresso are closed/deactivated
Ensure any issues preventing closeout are resolved through coordination with Finance, COs and relevant technical teams
General Financial Management
- Manage SCUS consultancy agreements, as needed, including wire transfers and ad hoc support
- Execute Fee for Service agreements with other SC
Continuous Improvement – Capacity Building and Knowledge Management
- Support departmental leadership to improve award management systems, policies, procedures, and knowledge management (proposals, budgets, capacity statements and related award documents)
- Participate in developing best practices, sharing resources, and ongoing trainings
- Prepare and disseminate guidance and conduct internal training with support from IP Shared Services, SC Finance and Grants/Contract Department
- Support CO capacity building with training on SCUS donor requirements
Managerial Human Resource management
- Implement human resource management strategies (recruitment, orientation, retention, leadership development, succession planning) to support achievement of strategic/operational goals
- Manage direct reports, including orientation, development of work plans, performance evaluations, professional development opportunities, timesheet management/approval, etc.
- Supervise and train direct reports in day-to-day tasks as appropriate (e.g., administrative procedures, budget coding, travel, financial tracking, newsletters, SaveNet, external website, filing systems, etc.)
Required Background and Experience, Skills and Behaviors
- Minimum 3-5 years’ experience required.
- Bachelor’s degree required, or advanced degree preferred
- Requires a professional level of specialized knowledge, technical/functional award management and financial monitoring skills and attention to detail to manage complex tasks, programs or projects.
- Assists in providing input to their department/unit strategic and operational plan.
- Assists in developing short-term plans and organizes resources to achieve results.
- Accountable for day to day decisions around execution of job, and for setting clear objectives and measures for self.
- Exercises independent judgment and discretion on significant matters related to functional area.
- Requires little or no supervision on routine work assignments, but may require supervision to review work progress and results on routine and non-routine work assignments.
- General regulations exist, but incumbent must interpret the regulations.
- Keeps manager informed of important issues. Builds effective relationships within their immediate or peer workgroup inclusive of Country Office staff.
- Leads/supervises administrative support staff or program(s).
Save the Children invests in childhood – every day, in times of crisis and for our future. In the United States and around the world, we are dedicated to ensuring every child has the best chance for success. Our pioneering programs give children a healthy start, the opportunity to learn and protection from harm. Our advocacy efforts provide a voice for children who cannot speak for themselves. As the leading expert on children, we inspire and achieve lasting impact for millions of the world’s most vulnerable girls and boys. By transforming children’s lives now, we change the course of their future and ours.
Save the Children is committed to conducting its programs in a manner that is safe for the children it serves and helping protect the children with whom Save the Children is in contact. As a humanitarian agency, Save the Children is obliged to create and maintain an environment that aims to prevent the sexual exploitation and abuse of children and promote the implementation of its child safeguarding policy. All representatives of Save the Children – employees, volunteers, interns, consultants, Board members and others who work with children on Save the Children’s behalf – are expected to conduct themselves in a manner consistent with this commitment and obligation.
Save the Children provides an attractive benefits package including competitive salaries, a matching retirement plan, health and welfare benefits, life insurance, an employee assistance program, generous time off and much more. We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws.
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