Awards Management Coordinator

at Save the Children
Location Kampala, Uganda
Date Posted June 13, 2024
Category Management
Job Type Contract
Currency UGX


Are you passionate about being an advocate for children? Do you want to use your expertise to bring about lasting change for children and be a part of an inspiring, dynamic global movement?

The purpose of this post is supporting the Country Program in the planning, securing, and managing of both development and humanitarian awards. The position plays the lead role in award information management across departments within the Area Office.

Under the direction of the Head of Awards Management, the Awards Coordinator will be responsible for ensuring that the Country Program adheres to all its award management obligations internally within Save the Children and externally with partners and donors. This position will ensure compliance with SCI award management core processes, donor specific requirements and to make recommendations for improvements.

This role will work closely with Head of Awards Management and awards team, Program Implementation/ Operations, PDQ, Partnerships and Finance on Award Management System maintenance and management information circulation, monitoring and analysis, and compliance 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.

Awards Management Duties
• Creation of Award records on AMS during the proposal development cycle.
• Support the updating of the Country Program funding tracker in consultation with the Business Development team including the updating of proposal packs onto the AMS system.

• Support the coordination, review, and submission of timely donor reports to members and donors.
• Create, maintain, and close donor grant files and ensure that the Awards Management filing system is maintained in accordance with established grant management protocols and that all grant documentation is properly filed therein.

• Keep electronic database of all proposals, Fund summaries, contracts, reports, risk assessments, close out checklists, amendments and any other award related document uploaded on the AMS.
• Circulating of approved documents to relevant staff and advise the country programme of new Awards and related donor compliance in a timely manner.

• Support the BVA review process by reviewing the portfolio awards and highlighting key issues to the Head of Awards Management monthly. This information will be shared with other Area function heads as well.
• Engage relevant members to close awards in AMS.
• Continuous dissemination of key donor requirements to the management team at field office level
• Track awards and sub-awards closeouts in collaboration with Main office awards team. Maintaining an up-to-date closeout tracker for the Country Office. Circulate the updated closeout tracker to Head of awards management monthly.

• Ensure all GIK received by the Country Program is processed in collaboration with the Main Office per GIK core processes and documentation standards.
• Support the Area office with communications with members.
• Coordinate and ensure award close out plans are developed for all the area office awards before the end dates and coordinate the close out meetings with area teams as per plan, and ensure AMS is updated accordingly.
• Ensure monthly closeout tasks are completed prior to the AMS target date for KPI purposes.

• Ensuring AMS is updated prior to KPI & RFT due date each month.
• Supporting the Area team with end-to-end award management including donor compliance, kick-off meetings, award reviews and monitoring, member engagements, amendments preparation, partner management including vetting and contracting, award and sub-award closeout.

Sub-Awards Management
• In cooperation with the Awards Manager, receive all the documents of Sub-Award Agreement (SAA) package from the other area offices, and compile them together for review and sign off by Area office.
• Support the Country Program the process of completing the Sub Award Agreement (SAA) packages and ensure that the required approvals, as per the SCI procedures are met.

• Coordinate with Partnership and project managers to draft full packages of the Area Office programme partners’ Sub-Award Agreements (SAAs) -or any amendments- according to SCI process and templates and submit the SAA packages to Area Manager for review and approval.
• Communicate and coordinate with awards manager and Member contacts to understand and record any changes related to donor compliance requirements and reporting dates.
• Submit all partner vetting information in a timely to SCI compliance and complete the partner vetting in AMS.
• Facilitate and coordinate – when necessary – any communication between the Main Office and the Area Office Program Managers and Finance.
• Support the delivery of award management/compliance capacity building to Area Office and Partner staff.
• Track sub-award progress in coordination with area awards coordinators and escalate issues as they arise.

Portfolio management and strategy
• Maintain all aspects of data entry and data quality on AMS.
• Support Member visits as appropriate.

Management of Award Management System
• Maintain, regularly review, and update the AMS throughout the award life cycle. Engage relevant teams in-country to ensure AMS is updated accordingly and that no documentation is missing during award and sub-award closeout stage.
• Upload all key award information/documents in AMS using the AMS documentation checklist.
• Daily review of AMS and follow-up with approvers to complete workflows in AMS
• Follow up with CD, RO and members on AMS approvals.
• Liaise with SCI centre to resolve any AMS issues.
• Keep team informed of AMS system updates.

To be a strong supporter and advocate for children in this role you will need to have:
• University degree in International Development, Business Administration or Finance
• Highly developed interpersonal and English communication skills including influencing, negotiation, and coaching.
• Experience managing grants, contracts & sub agreements with knowledge of major funders’ guidelines (e.g., UN, FCDO, NMFA, ECHO, USAID, BHA, Europe Aid, BMZ, etc.)
• At least 5 years of experience.
• Relevant experience managing donor funded projects with International NGO’s particularly those addressing human/children’s rights and those applying partnership approaches.
• Strong analytical skills and strategic planning abilities. Computer literacy and excellent documentation skills are a must.
• Ability to proactively identify issues and problem-solving skills to address these.
• Ability to establish and maintain conducive collegial relations and perform effectively as a member of a team.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Excellent time management and planning capacity.
Availability and willingness to work extra hours during times of humanitarian responses



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