Grants Management Officer

Job Description

COORDINTES WITH

Resource Development donor account managers; Oxfam country/regional, affiliate and partner project, finance and MEAL staff; OUS Program staff, OUS Finance Department; and as appropriate, external auditors, consultants, and other actors.

PURPOSE OF THE POSITION

This is a temporary assignment expected to last approximately 5-6 months to provide coverage coordination, administrative, and professional support for multiple Oxfam America subgrants, primarily to other Oxfam entities (country teams and other Oxfam affiliates). The position will ensure timely and accurate transfers of (1) restricted donor funded projects for Oxfam confederation programs (2) Oxfam America’s broadly restricted endowment spending subgrants, and (3) unrestricted subgrants to Oxfam countries, regions and southern affiliates. S/he will draft budget change forms, track spending, completion of workplan activities and/or requirements, provide administrative support, and help facilitate learning across projects and organizations.

PRIMARY RESPONSIBILITIES

· Prepare work orders within applicable OUS financial systems.

· Draft monthly budget for each project’s workorder(s) for review and upload into financial system by Finance, ensuring applicable funds are available for use in OUS systems by applicable teams.

· Manage all processes involved in transferring funding from OUS to applicable partners via sub-awards (e.g., drafting and processing sub-award grant agreements, setting up partner reporting requirements, disbursement schedules and requesting disbursements of Finance as appropriate, etc.).

· Ensure all partner workplans, budgets, etc. are in line with donor rules, restrictions, and expectations, as well as all OUS standards, policies, and practices; and that these are reflected in sub-award agreements.

· Work closely with partner teams to ensure full understanding of all conditions, expectations, and ways of working established in sub-award agreements and/or through other channels.

· Monitor implementation progress and compliance of overall grants and their various sub-awards throughout the project life cycle. This includes both financial monitoring and working with the implementing teams to confirm progress against established work plans/objectives. Monitoring will be accomplished via scheduled and unscheduled (as needed) check-in calls with implementing teams, internal reporting, formal donor reporting, and other means as applicable.

· Establish an early-warning system for compliance risk pertaining to grants under the grants coordinator’s oversight, taking into the account the specific circumstances and characteristics of each grant. Using such a system, monitor, detect, and manage – or provide support for internal OUS management of – such risk.

· Work with the implementing teams, the donor account manager, Associate Director of Award Management & Compliance and others as applicable to flag early potential compliance issues and/or to make any necessary adjustments to the grant budget, schedule, and implementation plans. Support the donor account manager to communicate any necessary changes with the donor and process any needed amendments to sub-award agreements.

· Support the implementing team(s) and the donor account manager in compiling donor reports and other donor deliverables as applicable.

· Organize regular check-ins with implementing teams and other stakeholders as applicable.

· Share exciting developments, stories, etc. from the work with applicable teams for use in fundraising, donor cultivation, stewardship, communications, institutional learning, and related processes.

· Conceive and create appropriate internal and external communication products, such as newsletters and internal blogs.

· Support the development and implementation of strong knowledge management systems for the teams, ensuring efficient availability and dissemination of information products across all staff and geographies supporting the grant, and that IFP understands any “lessons-learned” from programming for future proposal development.

· Assist grants managers and approvers across OUS with using Oxfam’s grants management system, the Oxfam Partnership Platform (OPP). This includes trouble-

shooting users’ difficulties, as well as using administrator privileges to make changes to grants as needed.

· Assists with hands-on training to new grant managers and OPP users.

· Perform other administrative and support functions as needed. Respond positively to unexpected and urgent needs.

· Builds relationships with and coordinates between various teams involved in grant implementation including those from Program staff Resource Development, Finance, and various country program/policy and administrative teams.

· Serves as the liaison between various involved teams, including working to uncover any issues that arise during implementation, and working with applicable teams to develop and implement corrective actions.

· Coordinates directly with program teams on the ground to ensure that all deliverables are met on schedule.

· Reviews, compiles and revises program and financial reports, working with the various teams involved as necessary to ensure the reporting meets established standards for quality and accuracy.

POSITION EXPECTATIONS

· Will stay abreast of professional standards, trends, and issues affecting this set of responsibilities, demonstrating continuous learning of the field.

· Will work effectively and collaboratively in support of building a team-based, problem-solving work culture of work, performing all duties appropriately for a multi-cultural environment, treating all persons with dignity and respect, and will be familiar with and committed to Oxfam America’s mission, values, and goals.

· Will have an understanding of gender justice and diversity within key areas of responsibility and a commitment to promoting gender justice, racial equity and diversity in our workplace and programs.

· Within key areas of responsibility, will have a commitment to providing a safe environment for staff, partners, and beneficiaries, and a commitment to promoting safeguarding in our workplace, programs, and the communities we serve.

· Will work toward improving team efficiency, processes, and contributing to a positive atmosphere for team collaboration. Will work collaboratively with a high level of diplomacy and maturity.

Qualifications

EDUCATION

Advanced degree or an equivalent combination of business administration, public affairs & policy, project management, training/education, and experience is required.

EXPERIENCE AND CORE COMPETENCIES

· Four to six years’ demonstrated experience in results-oriented project coordination, and/or relevant administrative support functions, including project management, planning, budgeting, facilitation, and program coordination.

· 2+ years project management experience

· Fluency in English

· Demonstrated ability to develop and maintain external relationships through remote interaction.

· Good judgment, initiative, and ability to anticipate problems and follow through with confidence.

· Excellent interpersonal and written communication skills and attention to detail.

· Demonstrated ability to effectively organize, prioritize work, handle multiple demands at one time, and meet deadlines in a fast-paced environment.

· Understanding of finance and budget development, monitoring and tracking that involves development assistance and project budgets

· Interest in/commitment to international development, human rights and/or social justice issues.

· Familiarity with web and information technologies which facilitate communication, information sharing, project and financial management.

PREFERRRED QUALIFICATIONS

· Ability to communicate in French or Spanish

· Experience working in developing countries and/or with developing country NGOs

· Experience with donor requirements, particularly from the US Foundation market

· Experience with Oxfam America grant management systems and processe

Additional Information

Oxfam America is a Gender Just organization and an equal opportunity employer. We welcome all qualified applicants and do not discriminate on the basis of race, color, gender, national origin, age, religion, creed, disability, veteran status, sexual orientation, gender identity, or gender expression. We provide reasonable accommodations to applicants with disabilities upon request.

Safeguarding & Conduct
Oxfam America is committed to providing a safe, respectful, and inclusive workplace for all. We have zero tolerance for any form of sexual exploitation, abuse, harassment, discrimination, or misconduct. All offers of employment are contingent upon satisfactory references and appropriate pre‑employment checks in line with Oxfam America’s Safeguarding Policy. As a participant in the Inter‑Agency Misconduct Disclosure Scheme (MDS), we may request information from previous employers regarding findings or investigations related to SEAH‑related misconduct.

Recruitment Fraud Warning
Oxfam America never requests payment, bank information, or personal financial details from candidates at any stage of the recruitment process.

E‑Verify
We are an E‑Verify employer.

For more information:

• E-Verify Participation Poster: English / Spanish
• E-Verify Right to Work Poster: English | Spanish

Compensation: 90000 to 95000 (USD) (YEARLY)