Yayasan Tunas Cilik seeks for SENIOR AWARD & PORTFOLIO DEVELOPMENT MANAGER

Yayasan Sayangi Tunas Cilik partner of Save the Children in Indonesia is changing for the better.  We've begun to build a national organisation that aims to be a strong, local, and self-sustaining voice for children in Indonesia namely Yayasan Sayangi Tunas Cilik Tunas Cilik.  To this end, Yayasan has been designated as a “Prospect Member of Save the Children” which focuses on strengthening and localizing our voice for children in strategic middle income countries. Currently Save the Children’s programs in Indonesia is implemented by Yayasan Sayangi Tunas Cilik. We work in eleven provinces, have staff of approximately 300 local professionals, and programming in Child Protection, Education, Health and Nutrition, Disaster Risk Reduction, and Humanitarian Response. We are currently seeking to fill the following position:

SENIOR AWARD & PORTFOLIO DEVELOPMENT MANAGER

1 position, based in Jakarta

Code : SAM-CO

ROLE PURPOSE:

The post holder role will have responsibility for end to end awards management process for all awards: from opportunity stage to the close out. The post holder role will be to map the donor funding landscape, identify funding opportunities, facilitate structured donor engagement, assist in the development of fundraising strategies, regularly track pipeline and coordinate high quality concepts, proposals and reports to donors and Save the Children Members to enable the delivery of the country strategic plan and ensure the achievement of longer term finance strategy that demonstrates financial sustainability to the organisation.

S/he will ensure that all contributions received through SCI and Yayasan including grants, contracts, Member undesignated funds and gift in kind (GIK) donations are recorded in AMS. The Awards Manager will negotiate awards and recommend modifications to agreements with members. S/he will make recommendations to the COO and/or CEO on approval of agreements. S/he will make sure that project managers/budget holders have sufficient information about award rules and regulations, and put systems in place to ensure adherence to donor regulations.  S/he will coordinate with the Program Implementation (PI), Program Development and Quality (PDQ), Advocacy and Campaigns and Fundraising, Marketing and Communications units to ensure coordination of opportunities, proposals, implementation and high-quality and timely narrative reporting as part of award system, and collaborate with the Finance Department to ensure accurate and timely financial reporting.  S/he will work with the PI unit to ensure strong performance of sub-grantees, and lead project close-out.  S/he will maintain the AMS system and coordinate external audits. This role requires frequent communication with Save the Children members and frequent travel to field offices.

The post holder will contribute to the standards as noted in the Member Accountability Framework as follows:

•Contribute to sound financial basis, specifically longer term finance strategy demonstrating sustainability

•Contribute to Growth-Oriented objective and standards, specifically Gross income growth and sustainable/committed income growth

•Contribute to strong governance, leadership and management

•Contribute to management having an active role in the movement

Reports to: COO and closely work with PDQ Director and Technical Advisors, Program Implementation Director, Area managers and functional leads.

Dimensions: Yayasan Sayangi Tunas Cilik works in 12 provinces in Indonesia with a current staff complement of approximately 416 staff and current expenditure of approximately USD$12 million in 2016.

Staff directly reporting to this post: Award Manager, Awards Coordinators/Officers, Awards Assistant

Budget responsibilities: Budget allocated for the AWARD department

External:

Involvement with representatives of members, donors, international agencies and local civil society.

Internal:

Coordination and consultation as required.

KEY AREAS OF ACCOUNTABILITY:

The post holder should develop a good understanding of the global and local funding context, including a deep knowledge and understanding of donor priorities, interests and requirements so that he/she can conduct regular assessments of the funding and donor landscape. This will be supplemented by desk research and other assessment/analysis of donors/competitors as well as liasing with members and other external sources and having continuous engagement with donors for intelligence gathering. The post holder will also work closely with the PDQ Director and the Finance Director to identify, analyse and track funding gaps in the portfolio as well as in the emerging pipeline. The result of these assessments will then be used as input to develop the national fundraising strategy, updated on an annual basis, and the donor engagement plan.

The post holder will also be accountable to write sections of proposals that speak to our overall capabilities, while coordinating the input of technical advisors, Operations, Risk, Finance, HR and Security into proposals and budgets. S/he will support technical advisors to develop and implement funding strategies and action plans. S/he ensures that efforts to develop proposals are in compliance to those required by the donor and by Save the Children and will also manage the proposal development process in coordination with the thematic/operations team, and reviews and edits the proposals. The position will work closely with TAs, Budget Holders, and Area Managers to ensure all required support on planning and reporting is provided.

The position requires innovative thinking and creativity to package our programme strategies in ways that attract the right donor support and grow out portfolio effectively.  S/he will also work to support Save the Children's dual mandate of development programmes as well as being the leader in emergency preparedness and response for children.

Management of Awards processes:

·         Ensure timely and quality coordination and management of end to end awards processes: preparations, identification of opportunities, coordination of proposals, project inceptions, implementation, reporting and close out.

·         Ensure all departments and project/budget holders as well as partners are aware of award management requirements so awards are well managed and donor compliance requirements are met

·         Ensure connecting and coordinating of roles across different teams and departments within the country office, regional office, centre and members as needed

·         With support from CEO, COO, Program directors, Advocacy and Campaigns Director and Fundraising, Marketing and Communications Director, establish the ways of working and manage donor/member relationships

·         Lead on connecting and coordinating processes during the planning and securing and management of an award.

·         Lead on work with different teams and members to maintain and strengthen account management; advocate with members/donors

·         Coordinate award proposal and budget design, including proposal kick-off and provision of clarifications to proposal team members on roles, timeline, templates and donor requirements; finalizing proposal package, ensuring that donor requirements are met, and submits to member

·         Negotiate agreements (award agreements, funding summaries) with members on behalf of the CO ensuring that the CO can meet grant financial, reporting, and compliance requirements

·         Work with the PI unit to facilitate initial project start-up including participating in start-up meetings and thoroughly explain all donor regulations to relevant PI, PDQ, Signature Program, Advocacy and Campaigns and Fundraising and Marketing and Finance staff prior to and during project implementation.

·         Serve as a reference person for program managers/budget holders on all donor compliance issues including providing regular updates to project teams on donor requirements.

·         Provide a quarterly schedule for reporting to the EILT and EMT and other relevant staff including project manager/budget holders.

·         Provide programs, advocacy and campaigns, fundraising and marketing and finance staff with relevant reporting formats, previous reports, and any additional support.

·         Ensure timely submission of high-quality narrative and financial reports.

·         Track and provide the COO with reports on the timeliness of narrative and financial reporting.

·         Lead project close-out including establishing specific 3-month plans for close-out.

·         Ensure proper AMS sign off in all processes, including providing recommendations to COO and/or CEO.

Strategic portfolio planning and management:

·         Identify, research, and disseminate information on new funding opportunities from bilateral, multi-lateral, and other institutional / corporate donors.  Use creative approaches to link programme aspirations to donor priorities, while also effectively influencing the strategies of donors.

·         Cultivate business relationships with external stakeholders and potential partners for strategic funding opportunities, either as a prime or sub-recipient in joint ventures.

·         Track up-coming funding opportunities, donor engagement and proposal development process.  Provide regular updates to the Director of Programme Development and Quality and EILT on the status of the funding portfolio and key trends to monitor.

·         Assist in developing funding strategies for thematic programme plans and cross-sectoral integration.  These strategies should reflect our ambitions and new creative thinking to achieve more for children.

·         Participate in key donor meetings, when necessary, to foster long-term collaboration and engagement.

·         Examine and evaluate innovative new partnerships, and ensure that Yayasan Sayangi Tunas Cilik maximizes its opportunity to showcase and replicate the Theory of Change.

·         Explore and test potential private sector partnerships

·         Pro-actively seek donor intelligence on prospective new opportunities or partnerships.

·         Ensure key contacts, required formats and donor strategies are kept up-to-date at the country office level.

·         Know the donors for Indonesia and understand how the country office is maintaining relations with these donors, and what more might be done (including seeing where other INGOs and major NGOs are generating funding from)

·         Maintain an overview of the composition of country program funding and support senior management to make right decisions for the growth of the portfolio.

Facilitate donor engagement

·         Lead the development and regular update of donor engagement strategy to assist in growing the portfolio, consistent with the Country Strategy

·         Cultivate excellent working relationships with donor agencies at regional and country level as appropriate and in collaboration with the Director of Programme Development and Quality. 

·         Cultivate excellent working relationships with SC members at head office and regional level

·         Accompany CEO, COO, Director of PDQ, programme managers, Technical Advisors (TA) and others on donor visits at country and regional levels as required.

·         Plan and initiate regular donor check-in/update visits with major institutional/Corporate donors.

·         Working with colleagues in PDQ, set ambitious targets for donor engagement and to influence donor strategies.

·         Represent the Country office in relevant donor forums, workshops and conferences where new business development opportunities can be formulated.

Facilitate development of country fundraising strategies

·         In close consultation with PDQ and Operations, lead the development and regular update of a long-term donor engagement strategy to assist in growing the portfolio over the next 3-5 years in areas relevant to SCI and child rights.

Sub-Award Management

·         Ensure appropriate selection processes of sub-awardees.

·         Lead together with other respective unit assessments of current and potential sub-awardees.

·         Develop improvement plans for selected sub-awardees.

·         Collaborate with project manager/budget holders to carry out a schedule of local NGO partner monitoring visits and capacity building/training

AMS and Document Management

·         Ensure that the Indonesia section of the AMS is updated with the most recently submitted proposals, agreements, project modifications, and other information.

·         Maintain through AMS or another system final versions of all proposals, project modifications, and reports

Audit Coordination

·         Coordinate internal and external audits from donors and Save the Children International.

·         Review final audit reports to provide feedback.

·         Support the coordination of developing and implementing audit action plans.

Staff Management and Development

·         Ensure appropriate staffing within the Awards unit.

·         Systematically develop the capacity of Awards staff by identifying their interests and gaps in knowledge, and then seeking development opportunities.

·         Manage the performance of all Awards staff through:

*) Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;

*) Coaching, mentoring and other developmental opportunities

General

·         Comply with Save the Children and Yayasan Sayangi Tunas Cilik’s policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

As a member of the EILT and Extended Indonesia Leadership Team and Extended Management Team (EMT), contribute to:

·         The development of an organizational culture that reflects our dual mandate (humanitarian and development) values; promotes accountability and high performance; encourages a team culture of learning, creativity and innovation; and enables our staff to deliver outstanding results for children.

·         Provide feedback on issues of cross-cutting importance to Save the Children in Indonesia including policies affecting program implementation and the overall CO strategy.

·         Help establish, maintain, and improve active and regular working relationships with Save the Children members, and local and international NGOs.

·         Work closely with Save the Children members to ensure that required support is provided promptly, at scale, at high-quality, and in line with rules and principles.

Cross Functional Working Groups and KPIs

·         The Post holder may be assigned to lead and/or participate in the cross functional working groups. The post holder will contribute to Global KPIs and those agreed with ILT

BEHAVIOURS (Values in Practice)

Accountability:

·         Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.

·         Holds the team and partners accountable to deliver on their responsibilities, giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

·         Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same.

·         Widely shares their personal vision for Save the Children, engages and motivates others.

·         Future orientated, thinks strategically.

Collaboration:

·         Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.

·         Values diversity sees it as a source of competitive strength.

·         Approachable, good listener, easy to talk to.

Creativity:

·         Develops and encourages new and innovative solutions.

·         Willing to take disciplined risks.

Integrity:

·         Honest, encourages openness and transparency.

QUALIFICATIONS AND EXPERIENCE

• Recommended a minimum of five years of grants, financial, or program management/oversight experience in a contractor, corporate, or NGO environment
• Master’s degree in management, finance, development, or other relevant subject; advanced degree preferred
• Experience working within a complex and matrix organisation structure preferred
• Strong coordination and negotiations skills
• Substantial experience and knowledge of effective financial and budgetary controls
• Experience in coordinating external audits
• Previous personnel management experience including the capacity to select and develop high-performing employees 
• Excellent written and verbal communications skills in English and Bahasa Indonesian
• Strong capacity to build effective working relationships across departments
• The ability to work in teams or alone
• Fluency in written and spoken Indonesian, strong English written and spoken skills
• Ability and willingness to travel to remote field offices
• Commitment to  and  understanding  of  Save  the  Children’s  aims,  values  and principles  including rights-based approaches

Equal Opportunities

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

Health and Safety

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

Additional job responsibilities

The job duties and responsibilities as set out above are not exhaustive and the Post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Information for internal candidates only:

·         Current Save the Children employees must serve for a minimum of one year in their current job before applying for a new position.

·         Current Save the Children employees should inform their line managers before submitting an application.

Updated CV and application letter should be sent to recruitment.indonesia@savethechildren.org

Please fill the “subject” column of the e-mails in this format: <SAM-CO ><your name>

Closing date for application is up to 18 December 2017

(Only short-listed candidates will be notified)

 

http://indonesia.savethechildren.net/jobs and/or: www.stc.or.id

Save the Children encourages qualified candidates to apply regardless of religion, race, gender, sexual orientation or disability

All recruitment practices and procedures reflect Save the Children’s commitment to protecting children from abuse