ROLE PURPOSE: 

The Awards Management intern will provide overall support to all Awards and Implementing partners. Grants and Partnerships Intern at Save the Children will liaise with all relevant departments to ensure the effective management of the awards.

SCOPE OF ROLE: 

Reports to: Awards Assistant

Key contacts: Head of Awards, Awards and Partnership Coordinator, Partnerships Specialist.

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 the 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 an 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 the pipeline, active awards, awards under the amendment, high-risk awards, and closed awards.
• Ensure that AMS is effectively maintained, up to date,e 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 underperformance.

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 behaviors that are not collaborative

Problem Solving and decision making

• Identifies and addresses root causes of long-term problems facing legacy awards
• Brings in an 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
• Evaluate 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 workplace is inclusive and the talents of individuals are harnessed to achieve individual and organizational 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 organize 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 in project management, M&E management, or funding coordination.