The Senior Coordinator, Humanitarian Response & Award Operations will provide operational support to the Department of Humanitarian Response’s (DHR) surge team, as well as award management support to the Office of Foreign Disaster Assistance (OFDA) team. The Senior Coordinator will support in the administrative management of the Emergency Health Unit (EHU) in 2019, support the transition of Humanitarian Surge Team (HST) to the Global Humanitarian Surge Platform as well as assist in the maintenance of the Global Humanitarian Register (GHR) schemes.
In addition, the Senior Coordinator will support the administrative side of financial and award management work of OFDA from pre-award through close out phase. The Senior Coordinator works with colleagues to ensure appropriate support for the awards and overall health of the portfolio. S/he contributes to continuous improvement, recommending process improvements for management consideration.
Humanitarian Surge Responsibilities:
Project Management Support to the Emergency Health Unit – 30%
- Support the management of the deployment process of EHU staff into an international response. This includes but is not limited to;
- Identifying appropriate deployment opportunities for EHU team members;
- Liaising with country offices, SCUK, and SCI to support the process of negotiation in terms and conditions of specific deployments; finalize deployment details and share with relevant parties, develop and finalize secondement agreements.
- Ensuring EHU members are fully prepared for deployment; ensure they have met travel (visa), health and safety and security requirements, have verified travel arrangements in place and coordinate additional logistics with country office as needed.
- Regularly checking in with EHU and line managers to ensure deployment is going well and to address any issues.
- Review EHU end of deployment requirements, including performance report. Review performance report and share with line managers; address any issues.
- Support the budget management and maintenance of the EHU Master budget, analyze spend perform financial forecasting for the EHU scheme, and closely monitor the budget against changing projected and actual expenses.
- Support the maintenance of SCUS’s deployment database which manages deployment reporting, invoicing and cost recovery of the scheme.
- Coordinate improvement of administrative processes, procedures and tools used for the EHU scheme to ensure improved efficiency, effectiveness and the best support possible to EHU; establish or refine ways of working with SCUK and Emergency Health & Nutrition team.
- Support the facilitation of monthly EHU meeting, briefing senior members of DHR and EHN on progress and challenges related to the EHU project; including financial, HR and operational updates
Project Management Support for General Surge – 20%
- Provide administrative support for the HST transition to the GHSP
- Responsible for timesheet and record keeping of HSTs and EHU, and support the monthly invoicing process
- Ensure knowledge management of Surge for SCUS, SCI and internal and external communications through dashboards, brown bags and other communication
- Support in managing the Global Humanitarian Register (GHR), including:
- Identifying and sharing deployment opportunities with SCUS GHR members; advise on available staff for deployment opportunities to response senior management and SCI.
- Support the GHR application and renewal process for Agency employees, this includes:
- Support the Surge Manager in the internal SCUS application process including application, review and notification stages
- Support the review and finalize SCUS GHR applications for submission to SCI
Award and Financial Management Support to OFDA – 50%
- Ensure Save the Children’s Award Management System (AMS) and Financial Management/Accounting System (Agresso) processes for awards are adhered to and help to ensure and maintain data integrity
- Ensure AMS postings and workflows are completed in a timely manner in support of efficient processing of awards
- Budget Management and Financial Analysis
- Actively and regularly use independent judgement in assessing and communicating budget results to the account team and escalating as necessary
- Ensure each award budget is audited and reconciled on a regular basis
- Prepare and, as necessary, revise Agresso Budget Templates and follow up to ensure award budgets (Fund Summaries) are activated expeditiously
- Maintain invoice tracker and follow up with COs and SCUS Global Finance on outstanding payments
- Review all proposals and reports to ensure donor compliance
- Provide needed compliance information to COs, including maintaining updated compliance documents on Save the Children International’s internal website
- Support the facilitation of sub-award agreements to SC Member countries or partners as requested, including processing of wire transfers and ad hoc support and closeout
- Donor Reporting
- Support the review and revision process of regular donor reports (both narrative and financial) generated by CO and circulate for additional input as necessary ensuring that reports are finalized and ready for submission to donors.
- Ensure completion of the SCI and SCUS Closeout Checklists and help ensure that awards in AMS and Agresso are closed/deactivated as required.
- 3-4 years of work experience. Experience in non-profit humanitarian sector is desired
- Excellent verbal and written communication skills
- Highly organized; strong attention to detail
- Ability to work and organize self, prioritize work independently, and multi-task
- Experience tracking budgets;
- Proven data management and report writing/editing skills
- Proven problem solver and ability to prioritize in a fast paced and often high pressure work environment
- Adaptability and flexibility to manage shifting priorities and deadlines
- Ability to exercise independent judgment and discretion on operational matters related to functional area and to escalate matters as needed
- Strong command of Microsoft Office (Word, Excel, PowerPoint, etc.);
- Language skills in French, Spanish, or Arabic;
- Experience or knowledge working and living in relevant regions/contexts either through past work, study abroad, etc.
- Experience in communications and information technology systems
- Demonstrated experience working across the full cycle of grant/award management from proposal and budget development through reporting and closeout
- Operation experience, such as working with financial systems and/or logistics
- Experience working with multi-cultural teams, remote management and working effectively across time zones
- Ability to build effective relationships within their immediate or peer workgroup and to work collaboratively across teams
- Meaningful work, with a knowledge that you are changing the lives of children all around the world
- A family friendly work environment
- Highly collaborative and innovative teams
- Generous paid vacation days, holidays, family leave days, and sick time
- Healthcare plans including medical, dental, and life insurance
- Retirement savings account with matching company contributions
- Structured and formalized management development and coaching programs for mid and senior level managers
- Extensive e-learning opportunities on a variety of topics offered through our affiliation with several prestigious universities as well as language learning opportunities.