Awards Officer

7 months ago

Thailand Save the Children Full time

**TITLE: Awards Officer**

**Contract Type**:National

**TEAM/PROGRAMME**:Awards

**LOCATION**:Bangkok Office

**CONTRACT LENGTH**:One year with possible extension

**ROLE PURPOSE**:
The purpose of this post is to support the Award Management team in the planning, securing, and managing of both development and humanitarian awards. The position involves supporting award information management and compliance with systems and processes.

Under the direction of an Awards Manager (Head of Award Management), the Awards Officer will be responsible for supporting the team in adhering to all award management obligations internally within Save the Children and externally with donors.

This role will work closely with Programme Implementation/ Operations, Business Development, and Finance on proposals, financial and narrative reporting, 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.

**SCOPE OF ROLE**:
**Reports to**:Awards Manager (Head of Award Management)

**Staff reporting to this post**:None.

**Direct: -**

**Indirect: -**

**Budget Responsibilities**:Restricted and flexible awards; approximately 1 million USD.

**Role Dimensions**:
The Awards Officer is pivotal in developing personal and team capabilities, emphasizing collaboration within and across teams, particularly in finance and operations. Effective communication, negotiation, and coordination are essential for providing high-quality donor-ready reports and engaging stakeholders. Compliance is a central focus, necessitating adherence to SCI processes, donor requirements, and proficient use of the Award Management System (AMS). Monitoring and analysis skills are critical for accurate budgeting, facilitating award review meetings, and conducting financial analysis. The role actively contributes to donor reporting, manages reporting schedules, and engages in portfolio monitoring and strategic problem-solving. Navigating complex relationships, ensuring compliance, and strategic portfolio management define the role’s complexity and dimensions.

**KEY AREAS OF ACCOUNTABILITY**:
**Developing self and others;**
- Working effectively with others
- Work with other team members to support team activities
- Build relationships with members of other teams, i.e. finance and operations
- Involvement in capacity building to build skills in Award Management

**Communicating with impact, negotiation and coordination;**
- Input into high-quality ‘donor ready’ reports as designated by the Awards Coordinator
- Communication with budget holders, program staff and partners to obtain inputs into key processes and up-to-date budget figures
- Support the Awards Manager/Awards Coordinator in compiling data and updates on our programs’ performance to share with members/donors

**Compliance (systems, processes, donor);**
- Learn and follow SCI processes and relevant donor requirements
- Understanding of the Award Management System (AMS) and reporting functions, and assisting the Awards Coordinator to ensure AMS is effectively maintained, up to date to drive data quality, and accurately records the audit trail (data and process) for all awards and sub-awards
- Assist the Awards Coordinator to ensure that any additional digital and hard copy files that are necessary for a clear and user-friendly system
- Ability to use AMS reporting to monitor awards and plan for key processes, i.e. donor reporting
- Assist the team in understanding donor compliance requirements relating to award management, including budgeting and reporting, and ensure deadlines are met
- Basic understanding of donor compliance and development of compliance checklists if needed

**Monitoring and analysis**
- Ensure donor budget lines in AMS are as needed for donor reporting requirements.
- Assist the Awards Coordinator in facilitating monthly Project Progress Review Meeting (PPRM), coordinate with the Programme team to schedule the meeting and ensure that the required document for the PPRM is shared with the PPRM review committee before the meeting date.
- Financial analysis skills to perform award monitoring processes and identify any issues for further analysis
- With support from the Award Manager, ensure regular staff training on budget management so that the operations department is familiar with donor budget and financial requirements, especially for new donors.
- With support from the Award Manager, negotiate with Save the Children members (account holders) and the donors for necessary adjustments, providing evidence and clear plans for any necessary amendments.
- Work as a team with the Awards Coordinator to ensure that donor reporting schedules are tracked and required quality is met, maintaining a good quality score on our reporting KPIs (including close-outs of the project)

**Donor Reporting**
- Work as a team with the Awards Coo

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