ThaiNGO

JOB TITLE: Awards & Compliance Manager (MEC)

TEAM/PROGRAMME:  MEC, Programme Operations Team

LOCATION: Thailand (Bangkok)

Number of Positions: 1

Grade: NAT-2 (Thai nationals)

Type of Contract:  Fixed Term (2 years)

CHILD SAFEGUARDING:

Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.

CONTEXT OF MEC: As a multi-donor funded programme, the consortium partners with selected ethnic and monastic education providers to strengthen their capacity to deliver and sustain good quality learning opportunities for children considered to be hard-to-reach in Myanmar. Applying a ‘systems-strengthening’ approach, the programme provides funding, coordination, technical assistance and research across different complementary education systems to promote continuous improvement of education services. The programme works with its partners, established education providers, to place an emphasis on developing the quality and inclusivity of education in Myanmar, including improved learning outcomes; and with a broader range of diverse stakeholders to address key barriers for the achievement of equitable education. In line with its current 2021-25 programme strategy, the overall aim for the programme is that hard-to-reach children access education services that meet their learning and well-being needs.

ROLE PURPOSE:

This role will work collaboratively with MEC leadership, Save the Children Awards teams (ASRO, ARO and other Awards engagements including Centre), partners and across all departments of the MEC programme to ensure smooth management of the MEC awards portfolio and associated sub awards. The post holder will work with others to ensure that the MEC programme adheres to all its award management obligations internally within Save the Children and externally with donors.

In the event of a major 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: Program Operation Director

Direct Reports: Awards Coordinator

Budget Responsibilities: None

Role Dimensions: The role holder requires strong leadership and decision making on the high risk portfolio. Involves extensive internal and external communications and coordination. Role requires to closely work too with the Asia Sub-Regional Office Award Manager and the Partnership & Programme Support team.

KEY AREAS OF ACCOUNTABILITY:

Award Management

• Ensure that award management systems and processes are successfully implemented across the life of award, and that key controls are in place to support effective management of the award portfolio and compliance with the donor requirements.
• Develop positive working relationships and maintain effective communications across the MEC team, partners, and with Save the Children Awards teams, being responsive to stakeholders needs.
• Provide regular management information to the Programme Operations Director on the performance of the allocated portfolio, highlighting critical risks.

Partner Assessments and Agreements

• Coordinate with the Partnership & Programme Support (PPS) Team on organisational assessments of Partners as per SCI Awards Management procedures
• In coordination with Partnership Manager, draft Partner Agreements/MOUs with relevant Annexes and take through signing processes.
• Work with relevant staff to ensure relevant donor requirements are effectively communicated and understood by implementing partners and MEC project team.
• Contribute on Award Management and donor compliance specific capacity building of Partners as required and identified in Assessments.
• Represent SCI to partners as required, eg in contract negotiations during life of Award
• Ensure all key documents are filed and updated accordingly.

Award Agreement

• Liaise with the donor for clarification and confirmation of final budget figures, payment schedules and narrative/financial reporting dates. Ensure documentation of agreements are captured on AMS and filed accordingly.
• Create Donor Reporting Codes (DRCs) on AMS.
• Work with Finance team to support/advise them on DEA Code assignment and communication with team members on allocated budget.
• Review Fund Summaries produced from AMS, checking for consistency and quality of information and summarise in writing, key reporting and compliance requirements including potential issues for Award Kick Off Meetings, Award Review meetings till closeout
• Coordinate with respective budget holders and finance in order to ensure budgets are correctly allocated and aligned.
• Coordinate processes related to change requests, amendments etc on awards as required.
• Facilitate and capacitate award management and donor compliance specific trainings/capacity building.

Regular Award Reviews and Donor Reporting

• Provide leadership for overall award monitoring processes and ensure effective support to partners and SMT.
• Support partnership team to coordinate the process for financial and narrative reports through circulation of timely reminders to partners.
• Highlight critical financial issues such as over/under spends to SMT and Budget Holders and collaborate with colleagues to identify responsive solutions. Prepare donor amendments/waivers/derogations as required.
• Provide technical support to partners and Budget Holders on Monitoring issues and budget revising (if required).
• Monitor the Award Payment Schedules and Income Requests for respective donors, working closely with finance to ensure this done in a timely manner. Submitting to donors as needed and maintaining AMS with up to date information.
• Coordinate and escalate to Asia Sub-Regional Office Award Manager Award-specific risks and issues for mitigation.

Donor Compliance

• Communicate and coordinate with Save the Children Member and donors to understand donor compliance requirements relating to award portfolio, including budgeting and reporting, and ensure deadlines and requirements are met.
• Plan and deliver training and capacity building related to SCI Awards Management/donor compliance as required.
• Coordinate Close Out of Awards in a timely manner and in line with SCI and donor processes and procedures.

Award Management System (AMS)

• Ensure that all opportunities, proposals, agreements and amendments with donors are processed and approved through AMS in a timely fashion.
• 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 are input into and approved through AMS.

Child Safeguarding Responsibility:

• Ensure that the safeguarding of children is incorporated into relevant MEC processes and children are protected from exploitation, increased vulnerability, or any form of harm or indignity.

General

• Thai national to work in Thailand in this type of position.
• Interest in and commitment to working alongside others within a dynamic, interdisciplinary team and taking opportunities for learning and professional development.
• Promote and support a strong collaborative team culture across MEC teams.
• Additional responsibilities as assigned and agreed with the Programme Operations Director.

BEHAVIOURS (Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
• MEC team members are expected to demonstrate all efforts toward accountability especially to our equal partnership value and principles that take full advantage of the roles, knowledge, skills, reach and experience that each partner and MEC offer each other – and strive to respect partners’ roles, their experience, knowledge, leadership and existing resources in the ethnic and monastic education systems.

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
• Always acts in the best interests of children

QUALIFICATION, EXPERIENCE AND SKILLS

• A degree in International Development, Business Administration, Project Management, Finance or related fields
• A minimum of 7 years of experience working in the development / humanitarian sector.
• Proven track record of in-country award portfolio management and experience of grant/contract management & sub agreements with knowledge of major funders’ guidelines (e.g. USAID, FCDO, DFAT, Ministry of Foreign Affairs-Finland) 
• Experience of communicating with impact in a complex stakeholder environment
• Excellent interpersonal and English communication skills including influencing and negotiation
• Strong financial skills and experience in budget development
• Good attention to detail and analytical skills
• Patient, adaptable, flexible, able to improvise and remain responsive 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 and work under pressure
• Computer literate (i.e. Word, advanced Excel, Outlook, financial systems).
• Willingness to travel to regional/field offices and work in difficult environment according to travel requirements
• Highly developed cultural awareness and ability
• Commitment to and understanding of Save the Children’s aims, values and principles.
• Willingness and capability to comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities and other relevant policies, including the Child Safeguarding Policy
• Strong communication skills in English; proficiency in Myanmar and/or Karen, Kachin, Mon, Shan or other ethnic language spoken in Myanmar strongly preferred.

Success Factors: MEC operates in a high-risk context as the strategy itself tends to serve the hardest to reach children and targets support to conflict-affected areas. So, the successful Award and Compliance Manager will be good at problem solving and have the ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance. He/she will maintain strong cooperative relationships with partners, other departments and interact effectively with international and national personnel both in a managerial as well as training capacity, while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. He/she will be able to work closely with a diverse team of individuals in a highly intense and fluid work and security environment. The most successful MEC team members have a strong commitment to cross-team collaboration, partnership engagement, adaptability, and accountability, thrive in evolving and changing environments and make effective conversation and communication a priority in all situations.

Ongoing Learning:  In support of our belief that learning organizations are more effective, efficient and relevant to the children we serve, we empower all team members to dedicate to reflection and learning activities that further their personal and/or professional growth and development.

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.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures. Women, people with disabilities and people from Myanmar’s minority ethnic groups are particularly encouraged to apply.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All staff has an obligation and a responsibility to:

• Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
• Conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.
• Ensure the way they are carrying out their work is not putting children at risk (or further risk) – this means constantly scrutinizing their work through a child safeguarding lens and talking to children about possible design/implementation “flaws”.
• Promote the message of child safeguarding to colleagues in other organizations and government ministries, children in their own and beneficiary families, and community members in general.
• Be vigilant about observing possible child abuse/harm in their personal and professional lives.

All managers have the above responsibilities as well as ensuring

• Their staff are doing the above.
• That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Interested and qualified candidates are requested to send an Application Letter, Curriculum Vitae to: educationmyanmar.recruitment@gmail.com using ‘Awards & Compliance Manager (MEC)’ in the subject line.

Vacancy Closing Date: 31 JULY 2023 (MONDAY)

No requirement of photo or copy of certificates and only short-listed candidates will be contacted.

Remark: For those who failed to mention or incorrectly mention the apply position title, Programme/Sector name and location in their applications, we will consider those as disqualify and we will not consider for short list.