Job Description

ROLE PURPOSE:

The Awards Management intern will provide overall support to all Awards and Implementing partners. He/she 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

Dimensions:

Staff directly reporting to this post:

None

KEY AREAS OF ACCOUNTABILITY:

Proposal development

• Ensure all award documentation at 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 conducting partner vetting and partner assessments
• Support in preparation of partner agreements.
• Support in preparation of partner payments.
• Support in planning for and conducting partner monitoring visits.
• Support in ensuring award kick off and close out meetings are planned for in a prompt manner and the planning is well-coordinated with the other relevant functions.
• Support in maintaining the income tracker and funding tracker and also share the status with the team on a weekly basis.
• Support in maintaining 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 and sharing with the rest of the team via a portfolio analysis report on a monthly basis showing information on awards in pipeline, active awards, awards under amendment, high risk awards and closed awards.
• Ensure that AMS is effectively maintained, up to date 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 behaviours that are not collaborative

Problem Solving and decision making

• Identifies and addresses root causes of long-term problems facing legacy awards
• Brings in 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
• Evaluates 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 qualificationin Commerce, Economics, Business Administration or equivalent.
• Excellentplanning, management and coordination skills, with the ability toorganise a demanding workload comprised of diverse and challenging tasksand responsibilities.
• Very strong capacity for attentionto detail, problem solving, and analysis oftrends.
• 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