JOB TITLE: Awards Assistant

JOB TITLE:  Awards Assistant
TEAM/PROGRAMME: Programme Operations	LOCATION:  Nairobi
GRADE:  Clerk	TYPE OF CONTRACT:  National
CHILD SAFEGUARDING: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
ROLE PURPOSE: The Awards team is a part of Save the Children’s Kenya Country Office. The Awards Assistant will work closely with the Awards Coordinator and the Awards Compliance officer to provide award management support to the country office especially focusing on AMS data management and compliance support.
SCOPE OF ROLE: Reports to:  Awards Management Coordinator. Key contacts: Awards Compliance officer and Awards Finance Officers. Dimensions; Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya. By Feb 2013, we will have completed a second transition, which will see us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own. Save the Children has an operational presence in Dadaab Refugee Camp, Garissa, Mandera, Meru and Wajir – with plans to expand into Bungoma and Turkana in 2014. We work through partners in many other parts of the country. By February 2014, we will have a staff complement of around 300 staff and an operating annual budget of approximately US$25 million. Staff directly reporting to this post:  None
KEY AREAS OF ACCOUNTABILITY: 1.     Setting up award files for new funding and ensuring that they are regularly updated with all the relevant documents and correspondences. 2.     Updating AMS records for existing grants with the relevant documentation in AMS and in hard copy both at Nairobi and Field Office level. 3.     Set up files for all partners/sub grantees and updating with relevant documents, correspondences and reports at both Nairobi Office and Field office level. 4.     Support the Awards Management Coordinator in facilitating reviews of Funds Summaries, Budgets, Agreements and Amendments before forwarding them for approval by the CD. 5.     Regular review of Country Office Pipelines against AMS data ensuring all opportunities are captured in AMS and that any rejections/cancellations are updated. 6.     Support the Awards Management Coordinator and the Awards Compliance Officer in ensuring that award are properly closed out in AMS. 7.     Assist the Awards Management Coordinator and the Awards Compliance Officer in organising donor compliance trainings for field offices and partners. 8.     Support the CO Awards Team in preparation for Kick off and Close Out meetings. 9.     Support the Awards Management Coordinator and Awards Compliance Officer in ensuring partner compliance during ongoing partner monitoring visits and resulting capacity building efforts. 10.   Any other relevant duties as may have been assigned by their Supervisor.
SKILLS AND BEHAVIOURS (our 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 ·         Creates an environment to maintain our culture of Child Safeguarding Ambition: ·         Sets ambitious and challenging goals for themselves, takes responsibility for their own personal development and encourages their colleagues to do the same. ·         Aims for excellence in executing their tasks and shows initiative to overcome challenges to this goal. Collaboration: ·         Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, external partners and supporters ·         Values diversity and different people’s perspectives, able to work cross-culturally. Creativity: ·         Develops and encourages new and innovative solutions ·         Cuts away bureaucracy and encourages an entrepreneurial approach Integrity: ·         Honest, encourages openness and transparency, builds trust and confidence ·         Displays consistent excellent judgement and initiative.
QUALIFICATIONS AND EXPERIENCE ·         At least 2 years Finance / Program Management professional experience. ·         Degree in Finance with at least CPA I or equivalent professional accounting qualification. ·         Excellent computer skills especially in MS Excel spread sheets and MS Word ·         Some experience with computerised accounting packages will be desirable. ·         Good experience in database use and management. ·         High level of integrity and ability to work as part of a professional team ·         Strong interpersonal communication and training skills. ·         Proven ability to handle challenging workloads effectively. ·         Cross-cultural experience, understanding and sensitivity; ·         Willingness to travel to field locations. ·         Commitment to Save the Children values.
Date of issue: 03/2014            Author : WN