Summary
The Program Manager, Financial Capability and Employment, serves as the primary point of contact between a global portfolio of projects and other stakeholders including donors and home office staff, from the proposal stage to closeout. These awards are under the Financial Capability and Employment business line of the Department of Hunger and Livelihoods, with a focus on youth livelihoods and financial capability.
The Program Manager is accountable for meeting award management targets and metrics for the portfolio of awards, and for ensuring the reciprocal, effective flow of resources and data to and from Save the Children International (SCI) and other Save the Children members. Liaising with relevant stakeholders, particularly technical, finance and fundraising staff, and award managers in Country Offices (COs), the Program Manager problem-solves to ensure the health of award portfolio, escalating to his/her supervisor as needed. S/he contributes to continuous improvement, recommending process improvements for senior management consideration, as well as knowledge management.
Essential Duties, Responsibilities and Impact
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 officers, other Business Teams, Finance, Grants and Contracts, Human Resources, etc.); work collaboratively with Save the Children International 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.
- Create and update budgets, prepare and process grant amendments and budget modifications, track deliverables, and execute payments 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.
- Support 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, and 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 annual and budget submissions.
- 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).
- Ensure completion of all necessary project closeout activities and resolve any obstacles in coordination with Grants and Contracts, Finance, COs and other relevant stakeholders.
Donor Relationship Management
- In coordination with Director, FCE 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.
- Monitor award implementation, reporting and procurements to ensure compliance and appropriate completion.
- Provide guidance 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.
- As needed, be the key point of contact for donor, ensuring timely and effective communications to donors.
General Financial Management
- Draft and manage agreements and sub grants with COs, Save the Children International, other Save the Children member offices, partners, external consultants and vendors, including processing invoices.
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 the department/agency to maintain knowledge management systems around resource development (ensuring documents are posted on AMS, as applicable, maintaining libraries, storing cap statements, PPRs, 1420s, bio statements etc.).
- Support the department/agency in setting and implementing the learning agenda regarding youth livelihoods and the transition from school to work, such as developing best practices and toolkits, sharing resources, conducting presentations and trainings, and organizing meetings.
- Support improvement of CO capacity in budgeting, financial management, award management, reporting, and SCUS donor requirements.
Proposal Development
- Support tracking and identifying funding opportunities.
- Manage the process of developing and submitting cost proposals in collaboration with SCI and relevant partners.
- Support the development of concept notes; provide feedback to COs; incorporate reviewer feedback.
- Draft sections of proposals (capability statements, budget narrative, management plan, reps and certs, etc.) as assigned.
- Draft, edit and coordinate staffing documents for proposals (1420 bio data forms, CVs, bio statements, Skills Matrices, etc.).
- Support country-specific proposal development as requested (support cost coordinator, review narrative and budgets, etc.).
- Represent agency and internal interests to potential partners and donors.
Required Background and Experience, Skills and Behaviors
- Minimum 3-5 years of program management experience required.
- High school diploma required; bachelor's or advanced degree preferred.
- Experience in project management, donor compliance and requirements, budget management, financial analysis, technical assistance to improve capacity, and coordinating processes with large stakeholder groups.
- Excellent organizational skills - ability to juggle large amounts of details and multiple projects, while still maintaining big picture.
- Attention to detail and ability to follow through on tasks to completion.
- Knowledge of USG rules and regulations regarding grants and contracts.
- Excellent written and verbal communication skills, interpersonal skills and MS Excel skills.
- Proactive approach to work, and proven ability to identify and implement effective processes for achieving outcomes and to problem solve.
- A high degree of flexibility and adaptability in order to respond to changing needs; comfort dealing with ambiguity.
- Ability to work independently, but also as part of a team.
- Commitment to goals and values of Save the Children.
- Ability to travel internationally 10-20% to liaise with colleagues and to provide COs with award management support for start-up, implementation and close out of projects.
- Experience working in INGO environment with USAID projects is a plus.
- Ability to speak, read and write a second language is a plus.
Save the Children invests in childhood – every day, in times of crisis and for our future. In the United States and around the world, we are dedicated to ensuring every child has the best chance for success. Our pioneering programs give children a healthy start, the opportunity to learn and protection from harm. Our advocacy efforts provide a voice for children who cannot speak for themselves. As the leading expert on children, we inspire and achieve lasting impact for millions of the world's most vulnerable girls and boys. By transforming children's lives now, we change the course of their future and ours.
Save the Children is committed to conducting its programs in a manner that is safe for the children it serves and helping protect the children with whom Save the Children is in contact. As a humanitarian agency, Save the Children is obliged to create and maintain an environment that aims to prevent the sexual exploitation and abuse of children and promote the implementation of its child safeguarding policy. All representatives of Save the Children – employees, volunteers, interns, consultants, Board members and others who work with children on Save the Children’s behalf – are expected to conduct themselves in a manner consistent with this commitment and obligation.
Save the Children provides an attractive benefits package including competitive salaries, a matching retirement plan, health and welfare benefits, life insurance, an employee assistance program, generous time off and much more. We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws.