Donor Reporting Assistant at Save the Children

CHILD SAFEGUARDING:

Level 3:  the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The Donor Reporting Assistant will support the Donor Reporting Manager in the development of narrative and financial donor reporting, working closely with the Donor Reporting Officer, Program Managers, Technical Advisors, the Awards Coordinator, Finance team, Operations team and the MEAL team in ensuring reports, both narrative and financial are compliant to donor requirements and tally, are of high quality and are submitted on time.

In addition, the Reporting Assistant will support with the production of regular information and communications material including sitreps and other internal and external communications updates and materials as required.

SCOPE OF ROLE:

Reports to; Donor Reporting Manager

Reporting to: N/A

Budget responsibility: N/A

Dimensions: Dimensions: Save the Children works in all three zones in Somalia with a current staff complement of approximately 600 staff and budget of approximately $200 million in 2017 - 2018.

KEY AREAS OF ACCOUNTABILITY:

• Support in the coordination of reporting activities for the country office;
• Support the Donor Reporting Manager to manage the core business processes on reporting and to ensure that reports are developed in a timely manner and with realistic deadlines, and that these are communicated and understood;
• Prepare and circulate the reporting tracker and schedules with the relevant persons, and on a timely basis;
• Provide reporting guidelines, templates and provide support, training and clarification on reporting guidelines, templates and schedules;
• Assist in the preparation and editing of all donor reports by compiling field level information;
• Ensure that reports are developed in coordination and consultation with the donor reporting officer, technical advisers and operation teams (finance, MEAL, logistics) and that necessary inputs are adequately provided and review and signoff processes are thorough and adhered to;
• Review draft reports submitted from the field and provide technical support to improve on the quality of the information provided, coherence and completeness of the reports;
• Ensure that donor reports are in compliance with internal SC requirements and any relevant external donor requirements;
• Gather and analyse information about donor responses to reporting guidelines, trends and preferences in reporting and disseminate this information to the relevant staff;
• Liaise as needed, with the relevant team members in the field (project managers, operations team and finance and awards team) to ensure that they provide additional information requested by the donors/member to complete reports;
• Contribute to documentation of lessons learnt and best practises for the country program;
• Maintain a database of the final versions of reports submitted and approved by the donors;
• Periodically monitor the donor reporting processes and document challenges encountered and recommendations for improvement;
• Participate in capacity building plans on reporting to the teams involved in reporting;
• Perform other related duties as required.

COMPETENCIES AND BEHAVIOURS (our Values in Practice)

• Delivering Results
  • Delivers timely and appropriate results using available resources
  • Takes responsibility for their work and its impact on others
  • Plans, prioritises and performs tasks well without needing direct supervision
  • Understands the link between their work and the organisation’s objectives
• Innovating and Adapting
  • Suggests creative improvements and better ways of working
  • Seeks out and applies successful ideas from others to overcome challenges
  • Shifts tasks, roles and priorities to perform effectively under changing or unclear conditions
  • Applies lessons learned to enhance future ways of working
• Working effectively with others
  • Actively listens to new and different perspectives and experiences of those they work with
  • Proactively supports team members and trusts their capabilities
  • Demonstrates understanding of their skills and how they complement those of others within diverse teams and groups
  • Clarifies their role and responsibilities within the team to maximise impact

QUALIFICATIONS AND EXPERIENCE AND ATTRIBUTES

Essential

• A BSc/BA Degree in Development studies/International Relations/Project Management/ Social Studies or a relevant subject
• 1-3 years’ experience working in a similar role in an INGO
• Significant experience of working internationally in humanitarian programmes
• Experience in the preparation of high quality donor reports (narrative and financial) for donors, including ECHO, DFID and UN-OCHA.
• Experience of project management and project cycle management, including project design, implementation and evaluation
• Good understanding of donor compliance and reporting mechanisms and requirements
• Good understanding of monitoring and evaluation mechanisms
• Ability to work well under pressure and work to deadlines
• Experience of and commitment to working through systems of community participation and accountability
• Excellent communication skills and good liaison skills
• Politically and culturally sensitive with qualities of patience, tact and diplomacy
• Excellent written and spoken English
• The capacity and willingness to be extremely flexible and accommodating in difficult and sometimes insecure working circumstances
• Commitment to the aims and principles of Save the Children.

Desirable

• Experience or understanding of working in the context similar to Somalia
• Diploma in Project Management