Emergency Food Security and Livelihoods

Aug 6, 2018 | Save the Children (US)
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The Program Manager provides program and award management support for programs within the Emergency Food Security and Livelihoods award portfolio from opportunity to closeout. S/he is accountable for following award management procedures to ensure the effective flow of resources to Save the Children International and other Save the Children members in the food security and livelihoods sector. This work must ensure donor expectations are met and programs are successfully implemented. Liaising with relevant stakeholders, particularly Country Offices, Finance, and technical staff, s/he keeps her/his Manager informed of important issues. S/he has a role in continuous improvement, ensuring best practices are disseminated across the award management function and that deliverables are met.

What You’ll Be Doing (Essential Duties)

Program Management

• Serve as main point of contact on award management for assigned awards for COs and internal stakeholders (i.e., technical assistance (TA) providers, Program Managers, other Business Teams, Finance, Grants and Contracts, Human Resources, etc.), also working collaboratively with SCI global and regional offices, other Save the Children member offices, and relevant partners and sub-grantees, as required.
• Coordinate program start-up activities as necessary, including kick-off calls and provision of TA to COs.
• Work with COs to create detailed work plans and make any revisions that are necessary based on project performance.
• Create and update budgets, prepare and process grant amendments and budget modifications, track deliverables, and execute payments and advances on grants.
• Complete all data entry and follow all processes to ensure funds can be tracked on SCUS and SCI systems (e.g., AMS, Agresso) and train project staff as required.
• With support from Associate Director, assist in the negotiation of donor terms and conditions in coordination with Program Director, COs, and Grants and Contracts staff.
• Work with Finance staff and relevant technical staff leads to monitor rate of spending in COs and SCUS home office including charges such as personnel, travel, consultancy, sub-grant agreements, and troubleshoot and escalate as needed.
• Work with COs and Finance staff to ensure expense charges are allowable, allocable and reasonable; and follow up to ensure errors are corrected.
• Collaborate with COs on budget planning and monitor monthly budget versus actual expenditures; compile and analyze forecasts and budget submissions.
• Monitor award implementation, reporting and procurements to ensure compliance and appropriate completion.
• Draft and manage agreements and sub grants with COs, SCI, other Save the Children member offices, partners, external consultants and vendors, including processing invoices.
• Ensure completion of all necessary project closeout activities and resolve any obstacles in coordination with Grants and Contracts, Finance, COs and other relevant stakeholders.
• In coordination with Associate Director and Director and other staff responsible for donor relationship management, ensure all donor communications, requests, amendments, etc. are communicated effectively and quickly to the relevant offices and recorded/stored for future reference.
• Provide guidance and technical assistance or training to staff at COs to ensure timely, accurate narrative and financial reporting to donors, including reviewing interim and final narrative donor reports generated by the COs and coordinating with relevant internal departments on submission of reports.
• Serve as the key point of contact for donor on assigned awards, ensuring timely and effective communications to donors.
• Escalate issues or risks as appropriate.

Resource Mobilization

Support the development of concept notes and proposals through discrete tasks as requested, or through an assigned role on the proposal development team:

• Support the development of components of concept notes and proposals as assigned: lead the review of budget and budget narratives; provide feedback on technical and operational documents; draft or review other sections of proposals (capability statements, risk assessment and mitigation plans, certifications and assurances, etc.) as assigned.
• Run AMS workflows to acquire necessary approvals of concept notes and proposals.
• Serve as the proposal coordinator for bids when assigned: create and ensure adherence to proposal development calendars with clear roles and responsibilities across the proposal team for assigned tasks; submit all final documents to donors with proper formatting and grammar; coordinate issues letter and donor requests with relevant technical and management staff.
• As requested, upload final concept note and proposal documents to the FFPMIS online portal.
• Support the department/agency to maintain knowledge management systems around resource development (ensuring documents are posted on AMS, as applicable, maintaining libraries, storing capability statements, Past Performance References, 1420s, bio statements etc.).

Continuous Improvement, Capacity Building & Knowledge Management

• As requested, support departmental leadership to improve award management systems, policies, procedures, and knowledge management (proposals, budgets, capacity statements and related award documents).
• Participate in developing best practices, sharing resources, and ongoing trainings.
• Support the department/agency to maintain knowledge management systems (ensuring award files are kept up to date in consistent manner to support backstopping and handover).
• Support CO capacity building with training on SCUS donor requirements.