Head of Awards and Compliance (PR-GFATM)(FOR MYANMAR NATIONAL ONLY)

ROLE PURPOSE:

Head of Awards and Compliance PR-GFATM is a senior national position of GFATM program based in Yangon, Myanmar and reports to the international Deputy Director Supports and Operations. S/he will work closely to support Dep. Director of Supports and Operations the oversight and management of three grants from the Global Fund for Aids, Tuberculosis and Malaria (GFATM) with an overall budget of roughly $84 million over the next 3 years. S/he will assist in managing a portfolio of awards and supports business development opportunity to closeout.

S/he is accountable for meeting award management targets and metrics across his/her specific portfolio and to support the flow of resources to Save the Children International (SCI) and Save the Children member in Global Fund programs portfolio management. Liaising with relevant stakeholders and partners particularly, s/he sets priorities and addresses structural issues to ensure portfolio, escalating to departmental and functional leaders’ attention as needed. S/he contributes to continuous improvement of the award management function, identifying process issues and best practices, and shares across the award management function.

S/he is responsible to assist supporting a strategic process to broaden and deepen Save the Children’s relationship with partners, build partner capacities and provide technical guidance in relation to GFATM portfolio. S/he manages a system of award management in line with SCI policies and supports coordination between SCI departments, SC member, Country and Regional Offices as needed. S/he leads a team of 2 managers directly report to him/her and other 7 members under her/his indirect management.

Key accountabilities

Business Development

· Oversight the grants team in preparation of proposal budgets to ensure all the donor’s requirement are met and to maximise the flexibility of donor funding. Advise the respective programme staff and to the partners on donor financial requirements and various donor guidelines in relation to indirect cost recovery rate/management fees

· Assist with the comprehensive analysis on historical and future financial data which are helpful in decision making of programme team.

· Maintain the updated the donor financial proposal guidelines and financial reporting templates and share with finance and programme staff members and partners for easy access and understanding to use the specific formats when proposal preparation time with full details calculation attachment

· Prepare and inform the progress of the budget proposal to the coordination team by maintaining the tracker and presenting the highlights

· Assist in review and making sure the completeness and correctness of compiled program budgets before passing to stakeholders for the Global Fund submission

Strategic Partnerships

· Assess the current partnerships portfolio identifying strengths, weaknesses, opportunities and threats, to document lessons learnt and inform strategic decision-making

· Facilitate partner involvement in proposals and input directly to ensure partner design and costs are appropriately represented and adequately resourced

· Manage all sub-awards processes and oversee the partner implementation cycle from proposal, budgeting, kick off, reporting, monitoring and evaluation, and close out.

· Monitor partners’ performance and financial operations

· Provide the necessary donor financial guidelines and supports on specific financial information to program team and partners on annual cash forecasting for the Global Fund’s disbursement decision

· Act as a key liaison role between the GFATM-PR and sub-recipients and provide explanation on cost eligibility of budget, line items flexibility, and provide continuous follow up on implementation line with proposal budget and capacity building in a timely manner.

· Engage widely with partner organization to build a knowledge base of current and potential implementing partners with the wide context of GFATM programs.

· Represent Save the Children and partners to SC member, donor and technical counterparts

Sub-Awards/Partners Management

· Involve for pre-award assessment of partners capacity before going into any contract

· Ensure the partner’s agreements are prepared / amended on time. Liaise with SCI awards team and SCUS member in preparation of SR partnership agreement ensuring that the partners agreement covered all necessary SCI and donor’s policy and procedures

· Work on sub-awards closeout process in coordination with SC member

· Manage the review process of PUDR worked by sub grant team and assist in the decision making to the Grants and Compliance Manager in some progress.

· Oversee the review of analysis of partner’s financial reports and ensure that systematic examination are completed in the feedback letter to SRs

· Ensure the SRs adjustments through GLACOS are accurately prepared and posted in the system

· Review and analyse the budget of the partners and provide necessary feedback

· Participate in budget negotiation, budget revision and reprogramming

· Adherence of system to assess the financial capacity of partner organisations and defined the system and package to fulfil the capacity building on financial compliance of partner organisations

· Making sure to have proper checking, analysis and reviewing system of the partners’ transactions and financial reports and highlight and follow up on issues raised before uploading on Agresso FMSProviding ongoing advice and integrate the follow up mechanism on partner performance and capacity with other inter-departments

Donor Reporting

· Responsible for the bi-annual donor reporting (PUDR) for the financial related subjects and prepare the internal timeline in coordination with other departments.

· Collectively develop the platform for individual SR to report bi annually in cohesion to donor reporting together with M&E and PSM team.

· Coordinate Procurement and Supply Chain, Programs, M& E teams to establish the efficient review processes of validating Sub Recipient (SRs) supporting documentation for expenditures incurred and ensure the proper analysis of programs achievement

· Assure the team’s review and analysis on all partners financial reports for consolidating for PUDR submission to member and donor, and all financial reports are adequate, accurate and sufficient on quality and meet various donor reporting requirements and contracted agreement to be a satisfactory reporting for all grants

· Review all partners’ income/expenditure accounts and cash reconciliations and ensure that the reconciliations are accurately prepared with adequate documentation and non-reconciled items are followed-up and cleared

· Prepare PUDR ensuring the quality of financial data, ensuring the reported expenditure are eligible according to the GF rules and regulations and reconcile the accounts for accuracy and completeness

Policy

· Ensure the partners are complying with SCI policies and procedures

· Provide input to sub-award management policies in SCI

· Review the partners’ financial management policies and provide inputs for improvement to meet the donor requirements

· Ensure all relevant and mandatory policies are attached with sub-award agreement as annexure.

Financial Monitoring and Donor Compliance

· Assist in Partner Risk Management and take a lead on monitoring plan preparation, circulation and coordination

· Develop a partner monitoring visit plan of finance staff and monitoring check list by mentioned the follow up actions for respective partner

· Prepare and/or review the monitoring report after visiting

· Ensure the appropriate management response from partners and initiate the corrective action plan. Follow-up of SR corrective action plan

· Share the management response and action plan to the respective Program Managers, departments and stakeholders

· Ensure the partners are complying with all donor requirements and there is a complete audit trail of the implementation and reporting

· Ensure that key’s staff of partner organizations have a clear understanding of donor requirements and expectations at the agreement, implementation, amendment, reporting, close out and audit stage of awards.

Audit

· Participate in the planning of grant specific audit, internal audit and investigation

· Coordinate with SRs and facilitate the auditors for SRs’ audit

· Oversee the drafting of consolidate financial statement, assets reports, preparation of supporting documents.

· Follow up on the recommendation and management actions.

Capacity Building of Partners

· Support, guide, and oversee a full menu of capacity assessment and building support for partners.

· Initiate the SR Capacity Building Plan and maintain updates

· Provide training for capacity building of partner (finance) staff in line with SCI and GFATM guidelines

· Oversee the roll-out of the SC Partnerships Manual to partners, ensuring opportunity for feedback and review during the initial stages

· Work across all departments within the GFATM-PR to ensure sufficient resourcing of partner capacity building

Continuous Improvement: Capacity Building and Knowledge Management

· Support departmental leadership to improve award management systems, policies, procedures, and knowledge management (proposals, budgets, capacity statements and related award documents);

· Support to SMT and department heads with the necessary information requested by the national programmes

· Participate in developing best practices, sharing resources, and ongoing trainings;

Staff Management, Mentorship and Development

· Manage the team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly

· Ensures the recruitment, training, management, promotion, and supervision of staff as appropriate.

· Ensure availability of appropriate professional development opportunities for staff. Establish result based system and follow up

· Assist in the training, coaching and development of financial skills of staff

Other Duties

· Perform the responsibilities of the role in the way which reflects Save the Children’s commitment to safeguarding children in accordance the Child Protection Policy

· Provide technical assistance to other country offices which manage GFATM programs as requested by SC member managing GFATM account, including assist and coordinate in addressing the observations or findings raised by donor or LFA or auditors in other country office receiving technical assistances.

· Perform others relevant duties assigned by supervisors

Child Safeguarding Responsibilities

Ensure that your staff is providing all beneficiaries of your programme with ongoing, age-appropriate verbal or written information in relevant languages about Save the Children’s Child Safeguarding Policy and Code of Conduct.

Qualifications, Experiences, Skills and Competencies:

· At least ten years working experience, of which three at a management level, within the finance department of a national or international organization. Experience working in the Global Fund project will be an asset

· Bachelor Degree in Accounting or Finance with CA, ACMA, ACCA professional qualifications. Master degree with one of professional qualification is preferable

· Excellent analytical skills – the ability to analyse complex financial data and design and produce effective management information

· Sound knowledge of budgeting and budget management

· Excellent understanding of financial systems, internal controls and contractual compliance

· Advanced knowledge on Advanced Excel, PowerPoint and Words

· Knowledge on using Power Bi would be advantage

· Strong communication, interpersonal and negotiation skills

· Willing to travel locally and internationally up to 20% of working time Willingness to travel to field offices and work in difficult environment according to travel requirements

· Excellent personal organisational skills, including time management, and ability to manage a complex and diverse workload within tight deadlines and under pressure

· Excellent English communication skills, both written and verbal

· A full appreciation of the value of co-operation, both internationally and within a team environment

· Ability to contribute to a small, proactive team, motivating staff and working collaboratively with colleagues and providing support and advice as necessary

· Ability to work collaboratively with colleagues across the organisation developing effective working relationships to deliver outstanding results for children

· Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies

· 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