[ORGANIZATION NAME] Award Management Functional Responsibilities Matrix

This diagram shows the main roles and responsibilities within the Award cycle.
It also illustrates the split of work within the Main Office between the Award Function and other Functions .
Analysis of Funding Pipeline on a - Opportunity Review Provide support to Awards team Provide support to Awards team Provide support to Awards team
regular basis. ThisPortfolio
should feed Planning
- Approve workflow in
- Ensure engagement of
Securing- an
Appropriate proposal staff Signaward
agreement with donor during the awards implementation Managing
during the awardsan award
implementation during the awards implementation
into the office Strategic Plan and `functions - Approve workflow in APMS either with donor, [ORGANIZATION either with donor, [ORGANIZATION either with donor, [ORGANIZATION
Chairman Prepare APMS
Opportunity - ApproveProposal
workflow in APMS Inception Implement Report Closedepartment and sub-
office Annual Plan. - Approve any match gap liability NAME] different department and NAME] different department and sub- NAME] different
/CEO - Maintain and strengthen global sub-offices offices offices
donor relationships; advocate
with donors
- Identify funding opportunities
- Approve Go − No Go Decision
- Assess and analyze office - Serve as process lead on  Review Agreement, particularly reporting  Finalize and initiate: - Ensure correct donor templates are
funding pipeline. award proposal and budget timelines, donor budget lines and donor Procurement plan (and donor being used
- As soon as opportunity is - Coordinate close out process with
- Support strategic planning with
known, create an award
design process requirements and discuss any concerns with required asset plan if applicable) - Review/coordinate ‘near final’ all [ORGANIZATION NAME]
Awards management info & insight
record or opportunity - Draft procurement, recruitment, donor Recruitment plan version of financial reports relevant team
- Identify, track and coordinate tracker record on AMS match, M&E plan  start Agreement workflow in APMS and Implementation plan M&E plan - Review /coordinate ‘donor ready’ - Close out partner agreement,
funding opportunities. and input as much upload all award final documents version in Partner Agreement version of narrative reports facilitate final evaluations and
information as available. - Finalise proposal package, Undertake final ‘coherence audits.
- Complete the Joint Opportunity Inform the CEO/Chairman ensure donor req’s met - -
APMS  Prepare phased budget for Kick
check’between financial and
Risk Tool.  Draft partner agreements(if required) Off meeting
submit final proposal package narrative reports
- Make Go − No Go Decision  Coordinate kick−off meeting  Conduct Kick Off meeting
- Ensure donor compliance
- Create proposal record and  Share documents and Provide guidance on inviting all key staff/stakeholder requirements met
upload documents in APMS donor compliance to relevant and Circulate agreed actions and
schedules to attendees and
- Submit final version to donor
[ORGANIZATION NAME] team
 Create partner record on APMS attached to following up meeting actions.
active award and upload all required  Conduct Regular Award Reviews
documents.
Identify funding Manage partners Implement Provide input into narrative (e.g.
Input on program design Determine DEAs required and phased
opportunities Complete program, record M&E data, management context,
Determine operational (e.g. staff, supply, training budget Input into final evaluations and
MAIN OFFICE Operational hold budget security, operational
Program risks and feasibility of needs, partners, award risk Input into partner agreements challenges) audit
context for JOR Coordinate between functions
opportunity assessment)
s Ensure financial and narrative
reports are aligned
Draft report

Input on logistics (e.g. assets,

Maintain price and supplier lists Flag procurements not on Dispose of assets as necessary
Logisti Determine Logistical supply, transport, facilities Finalise and implement procurement Provide relevant documents (e.g.
cs Feasibility of costs, procurement plan, plan schedule receipts/proof of procurement)
opportunity award risk assessment)

Review budget (including Input DEA codes and upload Phased Input/provide BvAs to be Input into final evaluations and
Maintain master budget & NTC Assess financial risks of Extract data from financial system
Thematic/Non Thematic Cost Budget in Agresso reviewed by budget holders audit
Run financial report in donor format
Finance mapping opportunity split) Input into partner agreements Check compliance of Ensure accruals accounted for
Ensure financial feasibility
transactions

Identify funding opportunities Serve as content lead on

Liaise with donors on prog design (in CO) Provide technical support /
Strengthen and lead technical Provide technical input into
technical issues. Ensure needs met advice
donor relationship Finalise M&E plan narrative Provide M&E indicators Conduct final evaluations
PDQ management Assess fit of opportunity Provide tech support for for donor reporting
Develop Concept Notes partners

Identify funding opportunities Provide staff details (HR) Input Provide data to measure progress vs
(all) Maintain staff costs into security situation Ensure child safeguarding (all) Manage staff transition (HR)
Others information
Inform Opportunity
(security)
Finalise and Impl. Recruit. Plan (HR) indicators
Monitor security (security)
Assessment (MEAL)
Lead MAIN OFFICE external
representation