Senior Coordinator - Humanitarian Portfolio
Summary
The Senior Coordinator, Humanitarian Portfolio provides administrative and operational support to Save the Children’s Humanitarian Portfolio Unit within the Department of Humanitarian Response (DHR). In this role, you will work with the Senior Director of the Humanitarian Portfolio to complete key tasks that facilitate ongoing work in the Humanitarian Program Portfolio and Humanitarian Finance and Compliance units. Tasks will include data entry, management, and analysis; and tracking and analyzing key performance indicators that monitor the making, management, and closeout process for humanitarian awards. You will serve in a key information management role for the team and will contribute to continuous improvement, recommending process improvements for senior management consideration.
You will also provide surge support for priority award portfolios from opportunity to closeout, as needed.
What You’ll Be Doing (Essential Duties)
Knowledge Management and Data Analysis (40%)
· Collate data and assist in analyzing DHR performance on award management Key Performance Indicators (KPIs) and Award Financial System (AFS) tracking to identify root causes and inform reporting to DHR management
· Collect and input data and maintain dashboards and corresponding data sources to ensure regular and up to date visual production of portfolio analysis
· Support DHR Quarterly Account Reviews for USAID’s Bureau for Humanitarian Response (BHA), UN High Commissioner for Refugees (UNHCR), World Food Program (WFP) and US State Department’s Bureau for Population, Refugees, and Migration (PRM) by liaising with relevant donor focal points to monitor donor funding levels, track changes to guidance and policies, compile data, and produce slide decks
· Respond to ad hoc requests for tailored data analysis in support of specific meetings, presentations, etc. including portfolio fundraising reviews, award spending, and closeout
General Award Portfolio Support (25%)
· Contribute to the drafting, design, finalization and roll out of Standard Operating Procedures (SOPs) and other guidance materials for the Humanitarian Portfolio Team
· Identify and update existing resources and contribute to the development and maintenance of new donor-related resources (i.e. slide decks, trainings, webinars) for members and Country Office
· Assist in agenda setting, coordinate logistics and attendance, and take meetings notes for all DHR Award Management and other Humanitarian Portfolio team meetings
Surge/Priority Award Support (25%)
· Support priority awards as needed, including proposal development and grant agreement approval.
· Enter required agreement data into AMS, initiate approval workflow, and ensure timely approval by liaising with the Humanitarian Finance and Compliance and Grants & Contracts units as necessary
· Prepare project kick-off materials and circulate meeting notes with action items
· Attend award monitoring calls facilitated by DHR Senior/Specialists and capture/circulate notes with action items
· Support review of quarterly and final narrative donor reports generated by Country Office and circulate for additional input as necessary, ensuring that reports are finalized in a timely manner and ready for submission to donors
· Monitor the monthly reporting process and follow up on any outstanding submissions; support reports to donor
· Support the preparation of proposal annexes and donor readiness checks of proposal documents; obtain required signatures and approvals for proposal documents
· Support DHR Finance & Compliance team in the review of Award Management Systems (AMS) records for completeness and compliance, to help ensure that awards in AMS are closed/deactivated on time
Administrative Support (10%)
· Provide administrative support to the hiring and onboarding of new staff including scheduling interviews, and collaborating with the DHR Coordinator to organize new employee orientation and onboarding meetings on behalf of the Humanitarian Portfolio Unit
· Additional administrative duties and ad hoc support as requested
Required Qualifications
· Minimum 3-4 years of relevant experience or educational equivalent
· Minimum High School Diploma or equivalent
· Proven proficiency in MS Word, Excel, PowerPoint and demonstrated ability to navigate databases
· Experience in data management and information technology systems (such as award management systems and/or online project management systems)
· Demonstrated organizational skills and attention to detail
· Strong professional level writing, editing and proofreading skills
· Proven ability to work successfully under multiple deadlines and competing priorities with both short and long-term projects
· Willingness and ability to travel up to 10% internationally
Preferred Qualifications
· Ability to speak a second, relevant language (French and Spanish preferred).
· General knowledge of key humanitarian donors (USAID, BPRM, UNHCR, and WFP)
Why you should join the Save the Children Team…
Save the Children US offers outstanding benefits that include health, dental, vision and life insurances, pet insurance, short-term and long-term disability coverage, an Employee Assistance Program, 403(b), generous vacation, personal sick leave, family leave, parental/adoption leave, commuter benefits, dress for your day, and much more.
Click here to learn more about how Save the Children US will invest in YOU!
About Save the Children
Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.
Our work for children and their families— requires that we commit—at every opportunity—to work together to dismantle persistent systemic and structural racism embedded in this country. Save the Children will not tolerate racism in any form—in our employment practices, amongst our staff, in our leadership or toward the people we serve. We stand in solidarity with all people of color to fight for equal rights and justice.
We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws
Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom we are in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. In addition, it is Save the Children’s policy to create and proactively maintain an environment that aims to prevent and deter any actions and omissions, whether deliberate or inadvertent, that place children at the risk of any kind of child abuse. All our representatives are expected to conduct themselves in a manner consistent with this commitment and obligation. Any violations of this policy will be treated as a serious issue.