Match Management in AMS by Uploading Match Plans and Quarterly Match Reports

Match Management in AMS by Uploading Match Plans and Quarterly Match Reports

Awards Accountant JD
TEAM/PROGRAMME: UGANDA / LOCATION: Kampala
GRADE: 4(Competitive Package) / Department: Program Operations
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:
Provides award management system support and oversightthroughout the life cycle of an award (opportunity stage to close out). Works withother staff to effectively support program quality, donor complianceand accountability to all stakeholders.
SCOPE OF ROLE:
Reports to: Awards Manager
Dimensions: Save the Children supports programs in most parts of the country – Northern, Western, North-eastern and Central regions of Uganda with a current staff complement of approximately 200 staff and current expenditure of approximately 20$ million each year
Staff directly reporting to this post: None
KEY AREAS OF ACCOUNTABILITY:
MANAGEMENT OF AWARD MANAGEMENT SYSTEM PROCESSES
  • Ensure all opportunities and concepts are input into AMS and facilitate necessary approval processes within SCI
  • Coordinate with budget holders on risk assessment and ensure that a risk assessment is uploaded onto AMS for awards with values >250,000USD and that assignment of risk on award records based on the risk assessment rating
  • Coordinate with logistics team to ensure that procurement plan are prepared and uploaded for planned procurement >50,000USD.
  • Match management in AMS by uploading match plans and quarterly match reports
  • Maintain AMS by uploading all the relevant documentation prior to submission of award records for approval. Ensure adherence to the SCI scheme of Delegation
  • Ensure that where we are contracting a partner the SCI partnership principles are adhered to in AMS including legal vetting and approvals per the SOD
  • Coordinate with partnership team during partner engagement to ensure thatassessments are uploaded onto AMS and that partner sub awards are created and approved in AMS before signing of partner agreements
  • Maintain reporting schedule, communicate upcoming deadlines to the AwardsManager for dissemination to other staff
  • Collaborate with the member to ensure AMS is up to date in terms of reports submitted and upload of final documentation submitted to the donor
  • Review award records on the award management system for accuracy and consistency to SCI guidelines on naming convention, completeness
  • Develop and prepare monthly AMS data quality analysis report to be submitted to Awards manager.
  • Follow up within relevant staff inHead Office/ field offices and members on AMS approvals and liaise with SCI Centre/Regional office on any AMS issues.
  • Facilitate in country AMS training sessions with Country office staff.
  • Support the programme development team in drafting proposal budgets ensure compliance with Save the Children and donor requirements while designing budgets and adequate overhead costs coverage.
  • Ensure budgets are based on the approved fund summary
  • Support in the preparation of project/grant financial monitoring reports that compare budget to actual and circulate to budget holders for their review and comments.
  • Support budget holders in award review meetings to understand the expenditure status in comparison to the budget variance, themes and subtheme performance.
  • Support in preparation accurate donor reports on a timely basis.
  • Support the coordination of award audits and sub-award audit to ensure compliance with the SCI policies and procedures and donor requirements.
  • Ensure information relating to projects and grants FMS/AMS is consistent with programme development information.
  • Provide technical support to staff (Programme and Finance) during field visits on quarterly basis and assess training needs
AWARDCLOSE OUT
•Communicate award information to support award close out 3-6 months prior to the end date to plan for proper close out of awards.
•Coordinate with finance and member staff to close out awards on AMS in a timely fashion
Additional
•Comply with all relevant SC policies and procedures with respect to child protection, health and safety, equal opportunities and other relevant policies and procedures.
SKILLS AND BEHAVIORS (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.
Ambition:
•Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same.
•Widely shares their personal vision for Save the Children, engages and motivates others.
•Future orientated, thinks strategically.
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.
Judgement and Decision-Making
•The jobholder has a fair level of decision-making authority and is authorised to make decisions/take actions on the issues around the award management system maintenance, in consultation with the awards manager.
Qualifications, Experience and Person specification
  • A minimum of a Bachelors’ Degree in Business Administration or finance management or professional qualification such as ACCA, CPA etc or the equivalent accrued working experience in a related position.
  • At least 2years’ experience with International NGO’s particularly those addressing human/children’s rights and those applying partnership approaches is desirable
  • Experience working with international donors such the UN, ECHO, European commission and compliance requirements
  • Strong analytical skills and strategic planning abilities. Computer literacy and excellent documentation skills are a must.
  • Ability to establish and maintain conducive collegial relations and perform effectively as a member of a team.
  • Availability and willingness to work extra hours during times of humanitarian responses.
  • Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
  • Highly developed interpersonal and communication skills including influencing, negotiation and coaching
•Excellent time management and planning capacity
Contacts:
Internal Contacts: / External Contacts:
•Finance Director - Frequent contact
•Budget Holders - Frequent
•Finance Team – frequent contact
•Other Save the Children Staff – regular contact / •Save the Children Members - frequent contact
•Partners – during monitoring
•Donor Agencies – infrequent contact
SIGNATURES
Name of jobholder: / Signature: / Date:
Name of Line Manager: / Signature: / Date:
Date of issue: February 2018 Author : Dorothy Rutazaana

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