Job Description

The role

We are currently looking for Senior Award Officer based in Vientiane Capital.

Role Purpose

The Senior Award officer is responsible for delivering an efficient and effective award management function. He/she will be responsible for award management and donor compliance for all programmes in the country office and develop best practices award management processes across the Laos Country Office. The role has three main aspects to it: to be responsible to uphold Country Office Award Management and Donor Compliance (AMDC) principles across the award life cycle both for SCI and partners; capacity building for SCI staff related to AMDC, and contributing to the development of best practices systems and processes in-country and in the region as relevant.

This position will work closely with Head of Awards and form part of the AMDC team responsible for working with all other teams in the Country Office to develop the capacity of all staff and provide on-the-job support to apply awards management and donor compliance processes that supports Save the Children quality standards.

During implementation stage, this position will provide support and information to the technical and field-based teams to deliver donor compliant awards and high quality and timely donor reports, and ensure standards are met until award closeout stage

The maintenance of systems, processes and day-to-day management of the team will be a primary function of AMDC team. This position will make sure that all AMS is updated timely and maintained as high quality.

She or he will be responsible for the sub grant partnership's legal vetting and a capacity assessment prior to commencing work with Save the Children, and throughout the partnership cycle. They will be engaged with appropriate agreements and effective monitoring systems in place so that partner delivery meets donor expectations and requirements according to Save the Children and donor policies.

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.

KEY AREAS OF ACCOUNTABILITY:

• Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
• Conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.

Key responsibilities:

Developing self and others; Networking

• Building a high performing award management and donor compliance team to support good practices and high-quality delivery across the Country Office
• Provide induction and support SCI staff capacity building, budget holders about AMDC.
• Develop strong relationships with the project lead, all function in SCI as well as partners especially who related to sub-grantees.

Communicating with impact:

• Working closely with Head of Awards to provide strategic support to SMT on all aspects of AMDC; champion Award management at the Country Office
• Coordinate the production of quality and timely report.
• Working with Head of Awards to build and maintain relationships with relevant networks and award management and donor compliance staff of similar organisations in the country, as well as local representatives of donor organisations.

Monitoring and analysis:

• Working with Head of Awards in collaboration with Finance function and SMT, ensure the CO has a clear framework for master budget development, cost allocation, monitoring of award budgets, phasing and forecasting, ensuring alignment between the master budget and funding tracker.
• Monitoring all the requirement related to donor compliance, members request etc to make sure that related function have provided timely such as reports, risk mitigation risk etc.

Leadership, Award Management& strategy:

• To use key performance indicators, management information and Right First Time to identify and address operational issues that could impact negatively on the delivery of programmes and inform relevant cross-functional action plans for improvement.
• Be a model of strong ownership on responsibility of AMDC tasks in the country office.
• Working with key staff (including partners) have a clear understanding of donor compliance requirements throughout the project management cycle and that there is a complete audit trail of the implementation and reporting for all awards.
• Working closely with Head of Awards, HR and Project Lead to ensure that necessary risks are understood well planned for with appropriate mitigating actions.
• Ensure that the Award Management System (AMS) is effectively maintained, up-to-date and accurately records the details and process for all awards and sub-awards.
• Ensure that all relevant staff have a clear understanding and apply award management cycles.
• Champion and practice Lao AMDC Team standards towards high-quality performance.
• Working closely with all project managers, Chief of Party, team leader to ensure that all requirements are followed.
• Build and maintain positive relationships with relevant networks and award management and donor compliance staff of similar organizations in the country.

Donor and SCI Compliance

• Support key program staff have a clear understanding of donor requirements and expectations at kick off, implementation, amendment, reporting, close out and audit stage of awards.
• Conduct follow-up activities to ensure adequacy and compliance of corrective actions.
• Ensure that potential issues and amendment requests are flagged promptly Head of AWARD and Donor Compliance.
• Support new staff in key roles receive an orientation to Save the Children award management processes, systems, tools, and donor compliance requirements.
• Ensure that Global Key Performance Indicators (KPI), Management Indicators (MI) and Right First Time Indicators (RFT)/PRIME systems which fall within the responsibility of Awards management and donor compliance are met good performance (Green.)
• Work with Head of AWARD for internal and external auditors as necessary.
• Ensure that the Award Management System (AMS) is effectively maintained and up to date for all awards and sub-awards including authorisation and document retention.
• Working with Head of Awards for all donors and external auditors to ensure close coordination with support functions like finance and supply chain, program, and MEAL to provide required documents and respond to auditor comments in a timely manner.

Subgrant Agreement Management

• Supporting Save the Children’s staff understand sub grant’s Partnerships tools and procedures.
• Ensures that the sub-award management processes follow Save the Children partnership processes and principles.
• Responsible for partner assessment, vetting, andbased on the results of partner assessments.
• Working closely with program and project managers to make sure that a partner capacity-building plan is implemented.
• Develop and coordinate sub-award agreements with partners and ensure that partners have a clear understanding of Save the Children's partnership principles and requirements and donor compliance.

QUALIFICATIONS

• Bachelor's degree in business administration, Development studies or relevant field.

EXPERIENCE AND SKILLS

• Have at least 3 years' experience on Award Management or equivalence areas like finance and project management with NGOs.
• Have leadership skill, excellent planning, and organising skills.
• Ability to work under pressure especially in complex situations, diverse tasks and emergency contexts.
• Willingness and ability to change work practices and hours, and work with incoming surge teams, in the event of emergencies.
• Demonstrate credibility with colleagues and stakeholders at all levels of an organization.
• Excellent oral and written communication skills in English.
• Strong interpersonal and negotiation skills.
• Analytical, decision making and strategic planning skills and the ability to handle multiple priorities.
• Ability to coach, mentor, delegate appropriately and provide developmental guidance to supervised staff

Contract length: Fixed term (1 year with the possibility of extension)

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:

Interested candidates please submit a full application using a cover letter and up-to-date CV as a single document including contact details of three professional referees (current and last line managers and HR department). Please also include details of your salary expectations and a copy of your ID card. Please note that we will require a copy of your Criminal Records (ໃບແຈ້ງໂທດ) later.

Save the Children International is a child-rights based organization. Safe recruitment is central to the safeguarding of children and young people that we come into contact with, and support through our programmes.

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.

Save the children is an equal opportunities employer, qualified females, persons with disability and candidates from diverse cultural backgrounds are encouraged to apply.

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