- Expression of Interest close on: Thursday, 23 May (5.00pm FJT)
- Location: Pacific region – home based or Oxfam office location
- Term: 1 year (fixed term contract with possibility of extension based on funding and performance).
- Reporting to: Grant Management Risk & Quality Lead
- Job Description is available on this link.
- Please contact the Recruitment Coordinator, Kethy Obed on email for any queries: PeopleandCulture@oxfampacific.org
- All applications must be lodged online.
Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
GRANT MANAGEMENT COORDINATOR
Job Description
Reporting to: Grant Management Risk & Quality Lead
Location: Flexible within the Pacific region, preferably in Pacific Island Countries
Staff Reporting to this post: N/A
Annual Budget: TBD
Context
Oxfam is a world-wide aid and development organisation that mobilises the power of people against poverty working through staff and local partner organisations across the Pacific to combat gender, economic and climate injustice, including in situations of crisis. Oxfam in the Pacific works to support the following countries in the region: Papua New Guinea, Vanuatu, Solomon Islands, Fiji and the Polynesia/Micronesia country cluster comprising of Samoa, Tonga, Tuvalu, Cook Islands, Niue, Kiribati, Palau, Nauru, the Federated States of Micronesia (FSM), Republic of the Marshall Islands (RMI) (Micronesia). Country teams operate with a mix of direct implementation and via partners, the goal being to increase strategic partnerships where appropriate. Our work is guided by Oxfam’s global values and by Pacific values and culture including: openness, flexibility, respect, equity, justice, solidarity, collaboration, sharing and humility. We also value local ownership and leadership of change processes.
Job Purpose
Positioned within the newly created Pacific Grant Management Risk & Quality Unit, Grant Management Coordinators promote Program Quality and Effectiveness through ensuring that Oxfam in the Pacific’s international development and humanitarian projects are delivered in accordance with donor compliance requirements and Oxfam program quality standards. Through working closely with in-country teams, this position is responsible for building capacity to implement program management procedures and program policies and monitoring the implementation of these to ensure quality and compliance expectations are met. Grant Management Coordinators also contribute to agency learning through applying knowledge to achieve continuous improvement in program processes.
This position works closely with Oxfam in the Pacific’s Grant Management Risk & Quality Unit, Finance Team, Thematic Pillar Leads and Program Managers across the Pacific specifically in Fiji (regional), Papua New Guinea, Solomon Islands, Vanuatu and Tuvalu – with the potential for
growth to other countries. The position will work closely with the OIP Grant Management Risk & Quality Lead, as well as Oxfam Australia & Oxfam Aotearoa’s Portfolio Managers, to ensure program risks are effectively managed.
This role is accountable to and reports to the Grant Management Risk & Quality Lead.
Key responsibilities and Accountabilities
Business Services
- Within the overall Pacific programmatic portfolio, ensure projects adhere to program cycle best practice and comply with Oxfam program management systems, policies, and donor requirements.
- Manage contracts and ensure back donor obligations are communicated to, and understood by, field teams and local partners. Maintain oversight and provide ongoing support to ensure all compliance obligations are met throughout project implementation.
- Support the finalising of Oxfam Project Agreements, MOUs, and contract amendments. Ensure project narrative and financial reports are prepared by program teams as per agreement and meet OAU standards and back donor requirements. Provide ongoing mentoring and support to improve the quality of these reports.
- Facilitate internal coordination of program processes within Oxfam in the Pacific, including leading internal meetings, and ensuring clear communication and information sharing processes are in place for Oxfam staff, and all relevant stakeholders are kept up to date.
- Support OIP Thematic Pillar leads, OAU Portfolio Managers and OiP Program Managers to ensure concept notes, and proposals consider and incorporate key program policy requirements.
- Together with OAU Contract Management Coordinators, build capacity, and provide ongoing training and advice for in-country teams on program management systems, Oxfam and donor policies, and grant management procedures. Develop and deliver formal training as required and act as an advisor or mentor for in-country staff.
- Proactively engage with OiP processes that relate to program management and program quality, including providing constructive contribution to the ongoing improvement and updating of agency systems, policies and reporting processes.
- Provide and review key pieces of internal and external communications such as case studies and articles for website updates, internal learning and donor reports, and give presentations as required. Conduct story gathering for marketing/communications purposes when require
- Ensure effective filing of key program information, in line with agency policies and standards. Ensure all electronic, and NGO online records related to grants are up to up-to date and accurate.
- Participates as required in internal/confederation audit processes and prepares and coordinates information for donor accreditation and audit processes, supporting Partner Affiliates as required.
- Adhere to Oxfam gender standards and actively pursue gender equality, thereby strengthening the impact of Oxfam’s work.
Budget
- Work with Financial Accountants to ensure accurate and timely financial reports/acquittals are completed as per compliance requirements and that financial and narrative reports are consistent.
- Support, if and when required Budget and Forecast processes for Pacific projects, and work with finance to ensure OiP cost recoveries are maximised.
- Support finance if required to review reporting budgets based on expenditure to minimise underspend and support to Program Managers on variance reporting where relevant.
Policy
- Contribute to the development, implementation and review of country and organisational policies and procedures, across all program policy areas and particularly in the areas of child safeguarding, disability inclusion and gender.
- Provide training and ongoing capacity building for program teams on implementation of program policies and monitor compliance with these policies. This includes developing and facilitating in-country, remote, and online training and information sessions.
- Work with in-country staff to promote gender equality mainstreaming throughout the project cycle. Ensure key principles and expectations of the policy are understood and implemented in donor funded program activities. Conduct gender mainstreaming training as required.
- Work with in-country staff to mainstream disability inclusion in the project cycle so that programs include participation and consideration of people with disabilities. Participate in disability inclusion workshops and initiatives. Conduct disability inclusion training as required.
- Support in-country teams in complying with risk management, aid diversion and fraud prevention policies.
Management
- The position has no responsibility for the supervision of paid staff but may be required to recruit, train, and supervise volunteers or interns.
- Required to undertake job responsibilities in a manner consistent with equity, diversity, child safe policies and procedures.
- Monitor workload and work environment and take reasonable steps to minimise risks to self and others.
- All employees are responsible for complying with safe work practices, procedures, and instructions in accordance with legislation and Oxfam WHS policies and procedures.
Key Skills, Experience & Knowledge
Essential
- Experience of managing complex contracts including preparation of budgets and financial acquittals
- Experience analysing, consolidating, and refining reports and other program cycle documentation; and of developing materials for marketing, websites, and media.
- Experience of building capacity of staff (areas of relevance are program cycle systems and processes, child safeguarding, gender, and disability inclusion), including the development and delivery of onsite and remote training programs.
- Knowledge an experience in monitoring and evaluation processes for development programs
- High level of computer literacy, particularly in MS Office, Excel, Write, Box NGO Online, MYOB and Business Central
Key Attributes
- Demonstrated skills in the following areas:
o Contract and project cycle management.
o Strong numeracy and writing skills, and attention to detail.
o demonstrated ability to drive continuous improvement of business processes and systems to achieve effectiveness and efficiencies. - Excellent written and oral communication skills in a cross-cultural environment
- Ability to work as a member of a team and without supervision.
- Discretion and ability to maintain confidentiality.
- Capacity to work under pressure.
- Patience, tolerance for other perspectives and good inter-personal skills
- Understanding of and commitment to Oxfam’s development philosophy, principles and objectives
- Understanding of and commitment to adhere to Oxfam gender standards and equity, diversity, child safe and staff health and wellbeing principles.
- Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.
- Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.
- Commitment to Oxfam’s safeguarding policies to ensure all people who encounter Oxfam are as safe as possible.
Travel:
Some international travel may be required of the position.
It is a condition of employment that staff abide by all agency security and safety protocols, policies and procedures and the Oxfam International Security Protocol.
Safeguarding and Conduct
Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us. Oxfam in the Pacific takes its duty of care to children seriously and recognises that it must meet community expectations and the trust placed in its personnel to maintain the highest standards of conduct.