Award & Partnership Assistant (for national only)

ROLE PURPOSE :

The Award & Partnership Assistant is a key support role responsible for assisting the Award & Partnership Coordinator in managing awards and partnerships within the Ukraine Central Area Programme. 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.

The Assistant 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 :

• Award & Partnership Information Management
• Maintain and update Award Management System (AMS) with relevant award and partnership documentation, including agreements, partner reports, procurement plans, amendments, and closeout documents.
• Track and update donor and partner report submission dates in AMS and ensure timely uploads of submitted reports.
• Support the maintenance of an updated tracker of active partnerships, ensuring all agreements, financial reports, and narrative reports are recorded.
• Reporting & Compliance Support
• 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.
• Liaise with the country office award and partnership teams to ensure donor guidelines, compliance requirements, and reporting templates are updated and accessible to all stakeholders.
• Partnership Coordination & Capacity Building
• Assist in 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.
• Coordinate with technical and MEAL teams to ensure partners are actively engaged in project monitoring, evaluation, and learning activities.
• 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 meetings and regular review meetings at the Area Office level.
• Support procurement, contract administration, and payment processing related to partnership activities.
• 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 :

Ambition :

Collaboration :

Creativity :

Integrity :

QUALIFICATION :

EXPERIENCE AND SKILLS

Essential :

Desirable :

Additional job responsibilities

The duties and responsibilities outlined above are not exhaustive and may change depending on project needs. The post holder may be required to take on additional responsibilities within reason and their level of experience.

Equal Opportunities

The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding :

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.