Grants and Compliance Manager

AT OXFAM, WE WON’T LIVE WITH POVERTY.

Together we can end extreme poverty for good. Will you join us?

grants and Compliance manager

funding TEAM

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, adults and beneficiaries with whom Oxfam GB engages. 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.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

Shaping a stronger Oxfam for people living in poverty.

aBOUT oXFAM

Oxfam is a global movement of people who won’t live with the injustice of poverty. Together we save and rebuild lives in disasters. We help people build better lives for themselves. We speak out on the big issues that keep people poor, like inequality, discrimination against women and climate change. And we won’t stop until every person on the planet can live without poverty.

Oxfam GB is a member of the international confederation Oxfam.

OUR TEAM

Oxfam in Lebanon is a complex programme of longer-term partnerships with Lebanese communities, gender and women’s rights organisations and Palestinian partners, overlaid by the Syria crisis humanitarian response. The programme currently focuses on Humanitarian response to the refugee crisis (WaSH, Protection and Cash), and is also expanding to longer-term programming in Gender & Climate Justice, Economic Justice, and Active Citizenship & Governance. The country programme currently works with a diversified portfolio of private and institutional donors.

The Funding Team at Oxfam Lebanon leads on the fundraising and management of the funds required for the implementation of programmes under the Country Strategy. A wide range of sources of funding – including multilateral and bilateral agencies and donors – are constantly sought to ensure the sustainability of operations. Concurrently, the quality of ongoing grants must be maintained for the implementation of quality interventions adhering to both donor and Oxfam standards and regulations. Grants Management is therefore crucial to successful fundraising and the establishment of long-lasting relations with donors and partners. 

The Funding Team supports Programme, Support and Influencing Teams in understanding and meeting donor requirements and puts in place the adequate tools to ensure proper grants management including: contract summaries, reporting timelines and overviews, reporting flow-charts, and key donor guidelines. The Funding Team is also available to provide capacity building of Project Managers and Oxfam’s partners on reporting, donor compliance and grant management processes.

JoB Purpose

The Grants and Compliance Manager’s role encompasses large part of the administrative and programme support tasks required from design to implementation and ultimately to the closing out of grants. The Grants Manager ensures that projects are completed successfully and in compliance with both the donor and organization’s regulations and requirements.

The Grants Manager will contribute to achieving high-quality programming by ensuring effective grants management including compliance requirements, reporting, contribution to timely and quality proposal development, administrative support for proposal submission, and internal and external communication with Affiliates and donors, as required. S/he shall ensure Programme and Support teams are fully informed of relevant donor compliance regulations and Oxfam procedures, manage contracts with donors and Oxfam Affiliates, coordinate donor and other external reporting, and grant revisions.

Core Details

Location:

Beirut

Internal Grade:

C2

Contract type:

Fixed Term

Hours of work:

 40 hours per week. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at interview stage

This role reports to:

Business Development and Funding Coordinator

Staff reporting to this post:

None

Annual budget for the post:

Overseeing approximately EUR 14 million in restricted grants

Key relationships/interactions:

Programme Teams, Support Teams, Oxfam Affiliates, Regional Platform, EA Node MENA

Screening checks:

All successful candidates will be screened through Refinitiv World-Check One to comply with counter terrorism and financial sanctions regulations.

key Responsibilities

Grants Management and Compliance

• Supports staff and partners in ensuring compliance with Oxfam and donor requirements and compliance on the uses of restricted funds, including budget monitoring, amendment requests and timely flagging of problems;
• LSupports/leads on the development, review and submission of high-quality financial and narrative reports, ensuring consistency, accuracy, clarity and timely submission in compliance with Oxfam policies and procedures as well as donor contractual requirements. Works with Programme, Logistics and Finance staff to continuously improve the quality of Oxfam's reporting;
• Coordinates with Oxfam GB and other Oxfam Affiliate colleagues at country/region/HQ level, for reporting and overseeing scheduling of the reporting development process;
• Supports the Business Development and Fundraising Coordinator withLeads on communications to with donors and Oxfam affiliates about, including responding to information requests, income tracking, and contract amendments;
• Takes the lead in monitoring the progress of each grant in terms of donor and internal compliance;
• Provides support to and ensures full awareness to relevant departments on compliance with donors’ regulations and requirements, and coordinates with relevant Oxfam regional and international focal points;
• Summarizes donors’ rules and regulations in concise, user-friendly notes and contributes leads on to project kick-off meetings from a compliance perspective;
• Keeps abreast of changing donor guidelines and compliance, and ensures that the relevant staff members are aware of these new changes;

Information and Systems Management

• Manages the CRIMSON system as the main tool for donor contract management; maintaining up-to-date allocation, income, reporting, and other contract records;
• Maintains restricted funding information systems and records on donor contracts and income data (hard and softcopies);
• Collaborates with Finance and Programmes to align CRIMSON allocations, OPAL budgets and PeopleSoft expenditure, ensuring that all variances are rectified in a timely manner;
• Fills in the Institutional Funding Grid and Pipeline on a periodic regular basis;
• Maintains up-to-date donor log, reflecting donor engagement meetings and other relevant information;
• Provides training and support to Programme and other staff on the use of CRIMSON when required;
• Contributes to regional monitoring reports, particularly on compliance and system maintenance issues.
• Ensure proper filing of all project documents (proposals, amendments, reports, etc). in the Funding Team folder on Box.
• Leads the preparation of relevant documents for donor due diligence processes and liaises with Affiliates accordingly;

New Business Development

• Prepares the necessary documents for sign-on and sign-off of project proposals (including Bid no Bid forms) and follows up on the process with the relevant team at OGB, ensuring its timeliness and compliance.
• Contributes to the development and submission of high-quality project proposals to donors, including providing information on donor requirements and submission schedules and preparing support/administrative documents;
• Works with the Finance Team to develop co-financing plans for project proposals and regularly updates Oxfam in Lebanon’s co-financing matrix;
• Works effectively with colleagues in other functions, partner organizations, and affiliates to develop joint funding proposals;
• Leads or supports negotiating donor contracts favorably in line with Oxfam’s policies and procedures;
• Ensures that funding files, both electronic and paper, are complete and kept up-to-date;
• Supports the Business Development and Funding Coordinator in organizing funding workshops, including preparing relevant content and facilitating sessions.
• Supports the Business Development and Funding Coordinator in donor and competitor mapping
• Prepares the necessary documents for sign-on and sign-off of project proposals (including Bid no Bid forms) and follows up on the process with the relevant team at OGB, ensuring its timeliness and compliance.Leads on the collection and organization of past experiences for Oxfam in Lebanon into a repository and updates it regularly.

Other

• Regularly updates funding-related data on Activity Info.

• Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women's rights
• Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles

skills, experience and knowledge

Essential

• At least 3 years of experience and knowledge of planning for, securing and managing funds from institutional donors;
• Experience of donor relations and grants management (e.g. with institutional humanitarian and development donors), working with humanitarian and development donors such as the EU, GAC, AICS, UN Agencies, and Danida;
• Sound skills in donor contract management, donor compliance and programme development;
• Proven skills and experience in reporting and proposal development and working with multiple donors;
• Well-developed report writing skills and experience of financial/budget review and analysis;
• A team player with highly developed interpersonal, influencing and relationship skills;
• Excellent communication skills – both written and verbal (English and Arabic);
• Good administrative and numerical skills and attention to detail;
• Knowledge of NGO programming;
• Good personal organizational skills, including time management, and ability to meet deadlines and work under pressure;
• Proficient in MS Office applications, specifically Word and Excel

Desirable

• Knowledge or experience of Oxfam’s programme work;
• Knowledge of Oxfam GB’s internal contract management system;
• Good knowledge and awareness of issues related to Oxfam’s strategic objectives and theories of change;
• Strong proven ability to identify and articulate strategic and policy issues through effective oral and written briefs

Key Attributes

• 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 undertake Oxfam’s safeguarding training and adherence of relevant policies to ensure all people who come into contact with Oxfam are as safe as possible

Organisational Values

• Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions
• Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen
• Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences

 Note to candidates: Shortlisted candidates will be assessed on our organisational values and attributes at the interview stage. The successful candidate(s) will be expected to adhere to our code of conduct. We encourage candidates to read and understand our code of conduct here.

At Oxfam, our job descriptions provide a guide to what might be expected in the role. Along with our strategy the job profile is used to help to shape specific objectives for employees. Employees are supported to deliver these objectives and they are annually assessed against them as part of the Oxfam performance review process. This job profile is not incorporated into the employment contract.