Overview
Coordinate and oversee the end-to-end management of donor contracts and grants, ensuring effective coordination and maintenance of contractual relationships with donors and Partner Affiliates. Facilitate compliance with donor requirements and support timely corrective actions.
Key Responsibilities
- Reviews new and amended Oxfam Project Agreement (OPA) and share it with EA node for endorsement.
- Facilitates and coordinates Oxfam Project Agreement (OPA) discussions and negotiations for new and secured grants with Oxfam affiliates.
- Summarize contract clauses for Budget Holders/Project Manager after it is signed off.
- Accountable for keeping the donor and Oxfam Affiliates member informed of any significant issue on secured contract and for addressing these.
- For secured contract coordinate and share programme and donor information with programmes and finance staff, regional centre, OGB/EA , OI and other Oxfam affiliates as appropriate and as may be requested.
- Manages the contractual relationship with the donor/member through communication on reports, and contracts update
- Lead on institutional fund secured contract management and liaise with affiliates with regards to Oxfam Project Agreement (OPA) amendment, net funding figures and reporting. (e.g. processing grant agreements and contracts, including GIK)
- Create and Maintain contract award files in CRIMSON for new/current contracts which is Oxfam’s contract management platform and provides support in OPAL, as country focal person, which is Oxfam’s project management platform.
- Ensure year-wise budget phasing is updated in CRIMSON in coordination with Budget Holders and Head of Business Support.
- Ensure proper income accounting is done and track and raise Income in the system and regular follow up until income is realized when it is due to ensure smooth income from donors to the project.
- For the purpose of filing, record donor issues and communications, record Finance, HR and Supply Chain close-out processes, donor audit, as required and record all deliberations on close-out and coordinate with Budget Holder, Business Support and Impact and PQ team for support
- Throughout the implementation of the contract, ensure that all award information is shared effectively with relevant staff across the organization and partners.
- Ensure that Budget Holders/ designated delegate upload all the reports, publications and documentations under the project are filed in OPAL for respective project.
- Bring major issues/ risks in current contract management to the attention of Country Director, respective Budget Holder and Country Leadership and Management Team.
- Ensure that all relevant OPA, amended agreements, proposals, budgets, reports, BACS documents, and any other related or updated information are uploaded to the OPAL General Attachments section in a timely and accurate manner before closure of contract and projects.
- Ensure Contract, project and PIP closure is carried out to a high standard and provide needful support to program managers for project closure.
- Provides support in OPAL, as country focal person, which is Oxfam’s project management platform.
- Support the Budget Process during the Annual COP Budget Planning and also the Year End process
- Prepare calendar tracking donor reporting deadlines and quarterly/bi-annual/annual plan submission deadlines for donors; share; and follow up with respective team members so as to ensure timely submission of reports and plans to donors.
- Review and submit donor financial and narrative reports, ensuring consistency, accuracy, clarity and timely submission in compliance with Oxfam policies and procedures as well as donor contractual requirements, and working with programme/finance/logistics staff to improve understanding, visibility and clarity around donor contractual requirements, including facilitating donor monitoring and timely intervention.
- Maintain documentation of communication, correspondence or agreed action point with the donor and keep the program and finance team informed of the updated requirement and changes to ensure timely compliance.
- Coordinate with MEAL and program teams to ensure that donor reports are evidence-based, aligned with approved results frameworks and indicators, and supported by accurate data, insights, and learnings.
- Ensure donor reports are results-oriented, effectively demonstrating outcomes, impact, and system-level change, moving beyond activity reporting to capture meaningful and sustainable Signs of Change.
- Support key corporate reporting requirements, including the Oxfam One Program Report (OPR), Country Annual Report, reporting progress against the Country Results Framework, and other organizational reporting requirements.Maintain restricted funding information systems and records on donor contracts and income data on Oxfam’s internal contract management system (CRIMSON), box, shared drive and hard files, ensuring sign off ensuring Oxfam policies and procedures (e.g. appropriate sign-off for contracts and reports).
- Facilitate and coordinate for grant orientation sessions for new awarded contracts
- Ensure donor compliance requirements are met, enabling appropriate corrective action, such as amendments and extension requests, to be taken as necessary.
- Accountable for providing accurate and regular information on donor rules
- Ensures Budget Holders make necessary compliance checks in their respective project
- Circulates donor rules.
- Orient team members on crucial donor compliances in coordination with Contract risks management team/OGB EA and PD
- Trains partners and Oxfam teams in donor and Oxfam rules in coordination with Contract risks management team/OGB EA and PD
Required Experience
At least three years’ experience in contract management, donor reporting and/or donor compliances. Knowledge of donor contractual language build preferably from past experiences from institutional donors, and understanding of their rules and regulations (e.g. DFID, ECHO, OFDA, SIDA UN agencies, EU). Demonstrated organisational awareness and understanding of knowledge management.
Qualifications
Bachelor’s degree in finance, finance, law, management or similar
