Awards Coordinator

The Opportunity

Save the Children believes every child deserves a future. In Bhutan and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children - every day and in times of crisis - transforming their lives and future we share. Save the Children expects that anyone associated with it abides by its Safeguarding and other Zero Tolerance Policies.

TITLE: Awards Coordinator

TEAM/PROGRAMME: Award Management

LOCATION: Kathmandu

GRADE: 3

CONTRACT LENGTH: Fixed-term until

December 2026 with possible extension

CHILD SAFEGUARDING: (select only one)

Level 1: the post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.

ROLE PURPOSE:

Save the Children believes every child deserves a future. In Nepal and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children - every day and in times of crisis - transforming their lives and future we share. Save the Children expects that anyone associated with it abides by its Safeguarding and other Zero Tolerance Policies.

The Position supports the effective and compliant management of high-quality programs under the supervision of the Senior Award Manager. Demonstrating strong analytical and strategic skills the position plays a key coordination role across all stages of the award management cycle, ensuring smooth management of active awards and adherence to donor requirements.

The position holder will be in charge of 10-15 awards at different stages of the award management cycle. The role connects and coordinates key functions and processes related to award planning, securing, implementation, monitoring, and close-out. The Position plays a leading role in ensuring awards are well managed, donor compliance requirements are met, and organizational standards are upheld. The position works closely with Operations, PDQI, and Finance teams on reporting, monitoring, analysis, and compliance-related processes.

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: Senior Awards Manager

Staff reporting to this post: N/A

Budget Responsibilities: N/A

Role Dimensions:

External: This position will work with SCI Members, Involvement with international agencies, Consortium Partners and local partners will be required.

Internal: Coordination and consultation with other departments for effective program implementation, planning, thematic integration and execution required.

KEY AREAS OF ACCOUNTABILITY :

Award Management and Portfolio Planning

• Ensure that the managed portfolio follows the standard award management systems and processes and that key controls are in place to support effective portfolio management and compliance with donor requirements.
• For every award, ensure that award management standards management are met.
• Support the Senior Awards Manager to analyze information on CO’s portfolio analysis.
• Ensure regular award monitoring exists across the portfolio and monitor spend through participation in BvA meetings to ensure individual award performance is being tracked effectively.
• Provide regular management information to the Senior Awards Manager on the performance of the allocated portfolio.
• Support the Senior Awards Manager in the implementation of plans to address any performance issues identified through management information and KPI results.
• Facilitate regular meetings with key stakeholders in individual award review meeting to ensure that risks and issues are being recognized and action taken.
• Plan and coordinate field visits to support programme teams and Partners to facilitate award implementation, management and review.

Reporting, Monitoring and analysis

• Lead the report review and submission process.
• Provide coordination support to report review processes, ensuring all staff inputs happen in timely and effective manner.
• Co-ordinate with respective budget holders in order to ensure consistency between narrative and financial reports.
• Provide advice on donor compliance requirement to program teams on a regular basis to ensure that reports meet donor requirements and format.
• Review reports and provide feedback to the program team to ensure that reports are of high quality, delivered on time and supported by auditable records.
• Ensure that member and donor feedback are addressed effectively and in timely manner.
• Be accountable for the reporting performance of the Country Office through successful negotiation in setting reporting deadlines, dissemination of information and follow up with concerned departments on both timeliness and quality.
• Provide regular and constructive feedback to program and finance team on quality of reports.
• Support in training/capacity building on reports writing as required including partners.
• Adherence to the reporting due dates/deadlines and conduct follow ups with relevant departments.
• Critical review of programme budgets to identify budget lines for review or omitted costs.
• Financial analysis skills to perform award monitoring processes, highlight financial issues to Budget Holders and perform further analysis to resolve issues identified.
• Knowledge of donor budgeting formats to support budget holder understanding.
• Support in training/capacity building on reports as required including partners.

Coordination:

• Lead and coordinate award kick off meetings to ensure that all award information is shared effectively with relevant staff, including field offices and partners.
• Effective and prompt communication with members on their awards and work with other departments to liaise with SC Member offices as and when required.
• Work with the PDQI and POD in BvA reviews, programme meetings and other departments to develop donor ready narrative and financial reports.
• Lead and coordinate close-out process and work with departments and Members to ensure awards are closed out on time.
• Coordinate with donor auditors as necessary and support Finance department.

Compliance (systems, process, donor):

• Clear understanding of SCI processes and key donor requirements, and support teams across CO to ensure all opportunities, proposals, contracts and amendments follow SCI processes.
• Ensure that all appropriate donor formats are available in-country and staff have a clear understanding of donor requirements/expectations throughout the award cycle.
• Ensure potential issues and amendment requests are flagged promptly to the Senior Awards Manager, then to donors via the relevant member.
• Support Senior Awards Manager to prepare donor waiver/derogation requests.
• 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 undergo legal vetting, are input into and approved through AMS, and work with relevant staff to ensure relevant donor requirements are understood by implementing partners (this may include capacity building).
• Ensuring that all proposals, contracts and amendments are appropriately authorized including of partners, that new awards documentation is properly registered and updated on AMS and that any issues with the award management system are addressed promptly and effectively.

Partnership and Partner Award Agreement (PAA) management:

• Support program staff to comply with Save the Children’s Partnership policies and procedures. Work closely with the Senior Awards Manager to ensure that all staff have an understanding of the partnership award templates and that these are used consistently for all partners and sub awards.
• Review PAA of Partners and provide input as required, ensuring that all necessary documents and annexes are received and recorded on AMS.
• Ensure that all PAA are approved through AMS system prior to signing of contracts.
• All partners and PAA are timely created and approved on AMS.
• Ensure that all adequate attachments are received and recorded on AMS and are retained as part of the award documentation policies.
• Lead sub award close-out, helping Budget Holders to ensure all tasks are completed as per the close-out checklist and that all required close-out documentations are recorded on AMS.
• Provide support and work with Partnership Unit and Field Offices to ensure smooth management of sub-awards throughout the life cycle of award.

Safeguarding and Counter Fraud obligation:

We need to keep children, adult at risk and community safe. The position holder is responsible to ensure that they:

• Take all necessary and appropriate steps to prevent abuse, exploitation, neglect, harm and modern slavery within their areas of responsibility, and in the way they conduct themselves, report and respond to all incidents and concerns whether online or in person, and comply with the Safeguarding Policy and Procedure.
• Take all necessary and appropriate steps to prevent fraud, bribery, and corruption within their areas of responsibility, report and respond to all incidents and concerns and comply with the Counter-Fraud, Bribery and Corruption Policy and Procedure. All types of fraud, bribery, and corruption must be prevented, including where it benefits the organisation (SCI).
• Collaborate with safeguarding and counter fraud teams to follow up on donor queries.
• Understand and implement safeguarding and counter fraud related donor requirements.

Occasional Significant Duties

• Supporting Save the Children’s dual mandate of development programmes as well as in emergency preparedness and response for children.
• Represent SC within national and international agencies for as per need including field work
• Fulfill additional tasks as and when called upon.

BEHAVIOURS (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 their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, 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; demonstrates highest levels of integrity

QUALIFICATIONS

Master's Degree in Management or related discipline with 3 years (2 years for GSI group*) experience in development field preferred or bachelor degree with 5 years (2 years for GSI group*).

EXPERIENCE AND SKILLS

Essential

• Knowledge of the requirements of the major donors and experience in reporting to donors
• Problem solving skills to identify and lead the resolution of issues
• Good attention to detail and analytical skills
• Computer literate (i.e. Word, advanced Excel, Outlook, financial systems).
• Patient, flexible, able to improvise and communicate clearly and effectively under pressure
• Excellent planning, management and coordination skills, with the ability to prioritize workload comprised of varying and changing tasks and responsibilities
• Basic understanding of operational programming, including the realities of the context
• Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams

Desirable

• Experience of staff management, supervision and capacity building

Additional Job Responsibilities:

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities:

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Safeguarding obligation:

We need to keep children, adult at risk and community safe. The position holder is responsible to ensure that his/her conduct is in line with the SCI’s Safeguarding policies. Hence our selection process includes rigorous background checks, reflects our commitment to the protection of children, adult at risk and community from abuse, exploitation, and harassment.

Health and Safety:

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.

Counter Fraud

The role holder is required to take all necessary and appropriate steps to prevent fraud, bribery, and corruption within their areas of responsibility, report and respond to all incidents and concerns and comply with the Counter-Fraud, Bribery and Corruption Policy and Procedure. All types of fraud, bribery, and corruption must be prevented, including where it benefits the organisation (SCI).

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information

Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.

Save the Children does not charge a fee at any stage of the recruitment process.