Grants and Contracts Coordinator at Oxfam, Kampala, Uganda

Job Description

Oxfam in Uganda started work in the 1960s delivering development and humanitarian support as part of the Oxfam confederation, a global movement of people fighting to end inequality and injustice. Today, we continue to tackle the inequalities that make and keep people poor. We save and protect people’s lives in times of crisis. We work with people to build their resilience and rebuild their livelihoods. We enable vulnerable people’s voices to be heard and campaign for genuine, durable change.

OBJECTIVE OF THE POSITION

The Grants and Contracts Coordinator will be responsible for the compressive financial, risk, Grants and Contracts management of the Country Program. The Grants and Contracts Coordinator will be expected to work with and provide guidance to the Country Programs Grants and Contract in this wide network of actors to ensure implementation of financial administration in accordance with Oxfam Novib and the Donor requirements. The aim is to strengthen a coherent, robust approach to financial management and oversight for the Country Program.

KEY RESPONSIBILITIES

Donor Engagement, Compliance and Donor contract Management: 70%

• Support the BSM & PFM by participating fully in relevant funding activities, and assist in the development of donor proposals, budget submissions and other necessary activities to secure funding for program objectives.
• Working closely with programme and finance teams for ensuring trouble free donor contract management and compliance; complementing the entire project life cycle (from signing of contract to closure).
• Ensuring timely submission of high-quality donor reports in coordination with programme and finance staff.
• Lead in monitoring compliance with donor contract requirements and Oxfam’s contract management policies and procedures through setting up and implementing appropriate systems and tools, and report exceptions
• Review partner grant budgets, activity plans and partnership agreements to ensure compliance with donor requirements and Oxfam policies and procedures
• Provide regular management information on the financial status of country program funding arrangements, including the preparation of the monthly funding report
• Proactively review and identify any potential issues which would interfere with reporting requirements and/or meeting compliance standards and take appropriate action to resolve them
• Assist in developing and managing donor relationships and participate in donor meetings and visits as appropriate
• Work with program staff to establish a longer-term perspective on funding needs, rather than short-term “symptom based” funding, including conducting research and analysis and preparing information and reports on the underlying reasons that need to be addressed
• Develop and maintain an effective partner grants and reports monitoring system, ensuring adherence to Oxfam policies and procedures on partner management
• Regularly visit partner organisations to fully understand the context and operating environment they work in to ensure effective support is provided
• Maintain donor contracts and partner grants files, both electronic and hardcopy, up to date and easily accessible to users, donors and auditors.
• Support in communicating with donor’s vis-a-vis donor contract management as and when required

Partner Management and Capacity Building: 30%

• Support the development and implementation of a detailed plan for building the business services capacity of partner organisations, specifically relating to financial and funding management procedures.   This will include needs assessment, capacity building approach and delivery plan including tools and methodologies, performance standards, and evaluation approach
• Support with contracting processes for partners without designated finance officers.
• Undertake personal training, coaching and capacity building to partner organisations to develop their own expertise as required.  Ensure that partner organisations work in accordance with Oxfam acceptable standards and objectives
• Support the conduct of regular performance assessments and reviews of partner organisations, including undertaking audits, to ensure that the capacity building programme is delivering agreed results, making necessary adjustments as circumstances change
• Participate in regular meetings with partner organisations to ensure that the working relationship between them and Oxfam is positive, open and conducive to the successful achievement of agreed objectives