Save the Children is the leading independent organization for children in need, with programs in over 120 countries, including the United States. We aim to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives by improving their health, education and economic opportunities. In times of acute crisis, we mobilize rapid assistance to help children recover from the effects of war, conflict and natural disasters. Each year, we and our partners reach millions of children in communities around the world. Join our dedicated and diverse staff in their work to improve the well-being of children everywhere.
We are recruiting to fill the position below:
Job Title: Awards Manager – Partnership Management
Job ref.: 190001S5
Location: Abuja
Employee Status: Permanent
Role Purpose
Job ref.: 190001S5
Location: Abuja
Employee Status: Permanent
Role Purpose
- This role will coordinate implementation of Country Office Partnership framework, work collaboratively with members and other departments of the Country office programme to ensure smooth management of development and humanitarian programme awards, sub awards and contracts. The person will manage a small team responsible for a discreet portfolio of awards. The position will be also responsible for capacity building of staff and improving internal ways of working.
- 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: Director of Award Management
- Staff reporting to this post:
- Direct: Awards Management Officer
- Indirect: Awards Management Coordinators
Key Areas Of Accountability
Developing self and others; Working effectively with others:
- Support the Award Management Director to support the development and performance of the Award Management team
- Support the delivery of capacity building both within the AM team and across the Country Office
- Carry out orientations and staff trainings for award management procedures, donor requirements etc… for Save the Children staff and partner organisations.
- Build relationships across the Country Office, the Region and the Centre and escalate issues as required
Communicating with impact, negotiation and coordination:
- Provide coordination support to proposal development and review processes, ensuring all staff inputs happen in timely and effective manner. Also provide advice on donor compliance requirements to ensure high quality proposals.
- Coordinate the processes for donor reporting to ensure that reports are high quality, delivered on time and supported by auditable records.
- Maintain effective communications with Save the Children members regarding donor related issues
- Lead Award Kick off meetings to ensure that all award information is shared effectively with relevant staff, including field offices and partners
- Lead Close out process and work with members to ensure awards are closed out on time
- Coordinate with auditors as necessary
Compliance (systems, processes, 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 Head/Director of Awards, then to donors via the relevant member. 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)
Monitoring and Analysis:
- Co-ordinate the development of fully costed budgets for award proposals
- Co-ordinate with respective budget holders (PM/AM) in order to ensure budgets are correctly allocated and aligned.
- Ability to analyse financial issues i.e. variances and resolve by collaborating with other teams
- Strong financial skills including budget development, and monitoring of spend across award portfolio
Award Management Leadership, Portfolio Management and Strategy:
- Ensure award management systems and processes are successfully implemented, and key controls are in place to support effective portfolio management and compliance with donor requirements.
- Ensure regular award monitoring across the country office and facilitate regular meetings with key stakeholders to ensure individual award performance is being tracked effectively, and that risks and issues are being recognised and action taken.
- Provide regular management information to the Awards Director/Head on the performance of the allocated portfolio.
- Support the Director/Head of Awards to in the implementation of plans to address any performance issues identified through management information and KPI results.
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.
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
- Post graduate or Master degree in International Relations, Social Sciences, Project Management and development relevant field
- Minimum 5 years work experience in the development sector/with NGOs, with at least 3 years’ experience in partnership based programming
- Professional qualification relating to business, finance, accounting or international development
Experience and Skills
Essential:
- Proven track record of in-country award portfolio management and knowledge of major donors’ compliance requirements
- Experience communicating with impact in a complex stakeholder environment
- Experience of staff management, supervision and capacity building in Award Management
- Proven track record of supporting a senior management team
- 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).
- Cultural awareness and ability to build relationships quickly with a wide variety of people
- Patient, flexible, able to improvise and communicate clearly and effectively under pressure
- Excellent planning, management and coordination skills, with the ability to organise a 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:
- Significant experience with NGOs in an international environment
- Experience with Save the Children Award Management System (AMS)
- Experience on GAC, EU, USAID, ECHO, and DFID funding program
Equal Opportunities:
- The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Health and Safety:
- The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
How to Apply
Interested and qualified candidates should:
Click here to apply online
Job Title: Supply Chain Assistant
Job ref.: 190003G2
Location: Gusau, Zamfara
Employee Status: Fixed Term
Reports to: Field Team Lead
Staff directly reporting to this post: Drivers
Role Purpose
- The Supply Chain Assistant is responsible for procurement and management of vehicle fleet, stock and assets to ensure effective, transparent and accountable Supply Chain support to the Save the Children Programs in Zamfara.
- Liaison with program teams to ensure adequate Supply Chain consideration for coordination and planning of program implementation.
- Provide technical support and guidance to program teams on Supply Chain elements of procurement planning and distribution management.
Key Areas of Accountability
Procurement and Supply:
- Manage procurement requirements of the Field Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, etc.)
- Check the availability and prices of requested items in the local market; liaise with capital office if procurement must be conducted there.
- Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects.
- Prepare monthly summary reports on Supply Chain support function, identifying problems in operations and proposing solutions.
- Monitor procurement and Supply Chain support costs in liaison with the Field Accountant to ensure expenditures remain within approved budgets.
- Ensure the office is well stocked with necessary supplies, stationeries and other consumables.
- Ensure arrangements for meetings and conferences are supported as required, ensuring these are delivered to a high quality and cost effectively.
Warehousing Management:
- Acknowledge reception of items in good order and condition
- Count and record the quantity on appropriate documentation
- Cross-check quantities and quality in accordance with delivery documents and planned reception
- Supervise loading and offloading of delivery and distribution trucks
- Ensure proper storage of commodities in shelves or pallets not to exceed maximum stack heights
- Ensure organization of the items by type, shipment, FEFO & FIFO.
- Keep clean the store and secure stocks
- Ensure pest control is in place and monitored on a daily basis
- Separate infested stocks from good stock
- Daily management of the store for cleaning or stocking
- Daily monitoring of stock levels
- Daily monitoring for expiry dates and quality problems
- Daily update of movements of commodities in/out of the store
- Enter all data into stock and bin cards
- Update warehouse operation data into the Warehouse management software (TIM)
- Preparation of weekly / monthly consumption report
- Conduct of cyclic counts and inventories in accordance to project schedule
- Planning of the needs and requisition of re-supplies
- Check and maintain Store security measures, e.g. locks, windows, and maintain SCI key management policy.
- Report to the line manager / security responsible in case of problems
Transport & Fleet:
- Ensure that SCI and Hired vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule
- Responsible for tracking of all vehicles on the fleet, including movement planning and day-to-day allocation
- Ensure vehicles have current and lawful documentation.
- Manage service agreements related to vehicle maintenance and fuelling. Monitor fuel consumption and submit monthly reports
- Receive travel requests, and maintain trip schedules and Staff Movement Board.
- Coordinate with incoming and outgoing travelers on pick up an drop times ensuring drivers are briefed of movement plans
- Ensure accommodation is arranged for travelers. Ensure best value for money and that travelers are clearly informed well in advance
Asset Management:
- Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals
- Oversee the issuance and return of assets to/from staff
- Ensure good condition of assets, and maintain asset condition reports.
- Ensure leased properties are in good habitable conditions. Overseeing repairs on these houses, liaising with the caretaker and landlord where necessary.
- Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available to staff.
- Report any defective communication equipment or service and check on running costs with Finance to ensure no misuse occurs.
- Ensure the data network (internet) is operational and cost effective. Report any defective IT or office equipment to the Field Team Lead or Abuja IT Department.
- Update Asset Register and send to capital office every month
Communication and Security:
- Ensure adherence to communication protocol at field level.
- Ensure that all communication systems in Field Office are maintained and staff trained in their proper and effective use
- Report all security incidents in writing in a timely manner
- Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner
Administration & Reports:
- Maintain all Supply Chain files in an organized, accurate and up to date manner; develop shared electronic & manual files to ensure easy access to information.
- Line manage, coordinate, monitor and guide the work of the drivers any other Supply Chain support staff by managing performance on an on-going basis
- Produce weekly procurement tracker and send to SCI Abuja head office
- Produce Supply Chain site report, vehicle and generator cost performance report.
- Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to capital office once per month.
- Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies
- Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit
- Carry out any other tasks required by the line manager
Skills and Behaviours (our Values in Practice)
Accountability:
- Accuracy and timeliness in all areas of responsibility
- High level of accuracy in work, and ability to analyse complex sets of relationships and situations
- Holds self and others accountable
Ambition:
- Creating best-in-class EA function
- Future-orientated, thinks pro-actively
Collaboration:
- Working effectively with stakeholders to achieve common goals
- Excellent communication and interpersonal skills
- Builds and maintains effective relationships, with their team, colleagues, members and external partners
- Approachable, good listener, easy to talk to
Creativity:
- Designing more effective admin systems
- Willing to take disciplined risks
Integrity:
- Honest, encourages openness and transparency, demonstrates highest levels of integrity.
Skills & Experience
Administrative & General Skills:
- Level of Education: Bachelor’s Degree in Logistics/Procurement, Supply Chain Management or Business related field
- Professional qualification in Procurement, Logistics or Supply Chain Management an added advantage.
- Communication & Interpersonal Skill Level: Excellent
- Language Requirements: English – Excellent
- Level of IT Expertise Required: Good
Experience Expectations:
- Desired Number of Years Prior Experience in a Similar Role – 2
- Experience in procurement and Supply Chain with INGOs in Nigeira
- Experience in a relatively insecure field based environment
- Experience supervision drivers and other support staff
Working Conditions:
- Ability and willingness to travel to projects and stay in basic conditions when necessary.
Deadline: 10th October, 2019.
How to Apply
Interested and qualified candidates should:
Click here to apply online
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