Save the Children International is a leading global humanitarian organization that has been protecting children's rights worldwide for over 100 years. We operate in more than 100 countries, responding to emergencies, implementing innovative development programs, and advocating for children's rights on a global scale.
Our work in Ukraine began in 2014. Since then, we have significantly expanded our presence, providing support to children and families affected by war. Our key areas of focus include education, child protection, food security, social support, and advocacy to drive lasting change in children's lives.
ROLE PURPOSE:
The Award & Partnership Officer is a key support role responsible for assisting the Award & Partnership Coordinator in managing awards and partnerships within the Kharkiv and Summy offices. This role ensures compliance with donor requirements, assists in financial and narrative reporting, maintains award and partnership records, and provides administrative support to strengthen Save the Children’s partnerships within the Kharkiv and Summy offices.
The Officer will work closely with the Program Implementation/Operations, Finance, and CO Awards & Partnerships teams to maintain up-to-date award and partnership information and ensure timely submissions of reports. The role also supports partner onboarding, compliance tracking, and partner capacity-building activities.
In the event of a major humanitarian emergency, the role holder may be required to work outside the normal role profile and be available to work flexible hours.
KEY AREAS OF ACCOUNTABILITY:
1. Award & Partnership Information Management (LOE 30%)
- Maintain and update Award Management System (AMS) with relevant award and partnership documentation, including agreements, partner reports, procurement plans, amendments, and closeout documents.
- Support the maintenance of an updated tracker of active partnerships, ensuring all agreements, financial reports, and narrative reports are recorded.
- Support Awards & Partnership Coordinator from the Kharkiv and Sumy offices side during Award Review Meetings.
- Maintain smooth and timely partnership award agreement (PAA) process in Kharkiv and Sumy offices.
2. Reporting & Compliance Support (LOE 20%)
- Assist in preparing financial and narrative reports for donor awards and partnership agreements, ensuring alignment with Save the Children’s internal processes and donor requirements.
- Support the review and verification of partner financial and programmatic reports, identifying compliance issues and flagging concerns to the Coordinator.
- Assistance in coordinating with all departments and partners on donor requirements. Ensuring all relevant stakeholders are familiar with Donor requirements. Escalate any concerns to Awards & Partnership Coordinator or CO Awards & Partnership teams directly.
- Liaise with the CO Awards and Partnership teams to ensure donor guidelines, compliance requirements, and reporting templates are updated and accessible to all stakeholders.
3. Partnership Coordination & Capacity Building (LOE 50%)
- Assist in scoping new partners within Kharkiv and Sumy area office implementation, assist with the onboarding of new partners, ensuring all necessary due diligence assessments, MoUs, and agreements are completed in compliance with Save the Children’s standards.
- Support partner training sessions and workshops, helping to strengthen local partners’ capacity in award management, financial reporting, and donor compliance.
- Conduct partners organizational assessment.
- Assess the partner's priority needs in terms of capacity strengthening.
- Support in identifying and mitigating risks related to partnership implementation, including operational, reputational, and programmatic risks.
- Provide and oversee necessary assistance to partners to ensure smooth implementation of partnership agreements and foster partners' overall development
4. Administrative & Logistical Support
- Provide logistical support for award and partnership meetings, including scheduling, agenda preparation, and minute-taking.
- Assist in organizing and documenting award and partnership kick-off/closeout meetings and regular review meetings at the Area Office level.
- Support procurement, contract administration, and payment processing related to partnership activities.
5. Communication & Coordination
- Act as a focal point for communication between program teams, finance teams, and partners, ensuring smooth coordination and timely issue resolution.
- Assist in drafting and formatting correspondence related to awards, partnerships, and donor communications.
- Facilitate information flow between Area Office and Country Office teams regarding compliance updates, reporting deadlines, and award modifications.
SKILLS AND BEHAVIOURS (SCI Values in Practice):
Accountability:
- Takes ownership of tasks, ensuring deadlines and deliverables are met.
- Ensures proper documentation and filing of all relevant award and partnership materials.
Ambition:
- Sets clear goals and takes responsibility for professional growth.
- Seeks learning opportunities and contributes to team improvements.
Collaboration:
- Works effectively across teams and with partners, fostering a culture of cooperation.
- Values diversity and maintains respectful relationships with all stakeholders.
Creativity:
- Identifies opportunities to improve processes and efficiency in award and partnership management.
- Proposes solutions to challenges in reporting and compliance.
Integrity:
- Upholds Save the Children’s values and policies, ensuring transparency in all actions.
- Maintains confidentiality and ensures data security in award and partnership processes.
QUALIFICATIONS AND EXPERIENCE
- Bachelor’s degree in Business Administration, International Development, Finance, Political Science, or a related field.
- Minimum 1-2 years of experience in award management, partnership coordination, finance, or administration, preferably within an NGO or donor-funded environment.
- Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
- Good English communication skills (written and verbal), including experience in preparing reports and coordinating with multiple stakeholders.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint) and experience with award management or financial tracking systems.
- Ability to work effectively in a cross-cultural environment and maintain professional relationships with partners and colleagues.
- Strong problem-solving skills and ability to proactively identify and address issues.
