Overview
The Awards Management intern will provide overall support to all Awards and Implementing partners. He/she will liaise with all relevant departments to ensure the effective management of the awards.
Key Responsibilities
- Ensure all award documentation at proposal stage is managed and processed in a timely manner and uploaded onto AMS and that the related workflows are run in a timely manner.
- Support in preparing for the monthly Award and Partner review meetings, record action points from the meetings and circulate these promptly.
- Support in conducting partner vetting and partner assessments.
- Support in preparation of partner agreements.
- Support in preparation of partner payments.
- Support in planning for and conducting partner monitoring visits.
- Support in ensuring award kick off and close out meetings are planned for in a prompt manner and the planning is well-coordinated with the other relevant functions.
- Support in maintaining the income tracker and funding tracker and also share the status with the team on a weekly basis.
- Support in maintaining the close out backlog tracker and do regular follow ups with the various teams to ensure close out of pending SOFs.
- Support the Awards Assistant to populate and share the partner reporting tracker and also update the Awards Management System (AMS) on a timely basis.
- Support the Awards Assistant in sending out timely calendar invites for the award led meetings.
- Support in taking action points in the award led meetings and further getting this reviewed and circulated on a timely basis.
- Support in putting together management information from AMS and sharing with the rest of the team via a portfolio analysis report on a monthly basis showing information on awards in pipeline, active awards, awards under amendment, high risk awards and closed awards.
- Ensure that AMS is effectively maintained, up to date and accurately records the audit trail for all awards and sub-awards.
- Support on donor compliance to ensure requirements such as reporting deadlines, implementation period, amendment timing/procedures, audit and SCI award management policies are well understood and adhered to.
Qualifications
- Bachelor’s qualification in Commerce, Economics, Business Administration or equivalent.
- Excellent planning, management and coordination skills, with the ability to organise a demanding workload comprised of diverse and challenging tasks and responsibilities.
- Very strong capacity for attention to detail, problem solving, and analysis of trends.
- Computer literate (i.e. Ms Office and knowledge of grant management and financial systems would be an added advantage).
- Cultural awareness and ability to build relationships quickly with a wide variety of people.
- Patient, adaptable, flexible, able to improvise and remain responsive and communicate clearly and effectively under pressure.
