JOB DETAILS

LOCATION: Hanoi, Vietnam

CONTRACT TYPE: Fixed Term, 2 years

JOB FAMILY: Finance

ONE OXFAM GRADE: C2

DEPARTMENT: Business Operations

TEAM: Business Operation Team

SALARY:  

HOURS: (FTE)

FLEXIBLE WORKING

We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you.

COMMITMENT TO DIVERSITY AND INCLUSION

We are committed to ensuring diversity and gender equality within our organization.

ABOUT THE CLV CLUSTER

The CLV Cluster is comprised of three countries i.e. Cambodia, Laos and Vietnam

Our Vision for the CLV Cluster is: A CLV Cluster that increases our impact on the ground, strengthens our ability to influence policy changes at country and regional levels, raises income, and saves costs.

A key feature of the CLV Cluster design for Business Operations is a consolidated, virtual hub, with a single line management structure -reporting to the Head of CLV Business Operations - that is multi-located and that provides distributed leadership for business functions.

This includes a Basic Business Operations structure in each country to ensure delivery of existing commitments and provide a base for business and strategic growth with an integrated cluster Business Operations structure that provides functional management and oversight of all Business Operations staff/units in the Cluster and provides quality control, guidance, monitoring and support to all Business Operations functions.  All Business Operations functions are key contributors to Oxfam’s lasting impact in Cambodia, Laos and Vietnam, within Asia and globally.

All staff members in Business Operations roles in the CLV Cluster are linked to the virtual Business Operations Hub, to ensure accountability at the Country and at the Cluster level, towards Partner Affiliates and via Executing Affiliate (EA) joined-up processes.

TEAM PURPOSE: The CLV Cluster is newly created as part of the Oxfam global change process.  The CLV Cluster links programs, people, funding resources and knowledge in three Mekong countries to optimise the delivery of our Global Strategy Framework and the Asia Regional Strategy, and to achieve operational efficiencies.

JOB PURPOSE: The Senior Program Finance Officer will work under the Business Operation Team, based in the country office to provide support to the country as well as to the CLV cluster. The role provides guidance and support to the cluster management and countries on finance and grant-related matters.

In addition, the position plays a key role in making links between program, finance staff and teams as well as creating strong coordination with relevant executing affiliates for finance systems, policies and procedures including nurturing a positive workplace with high standards of accountability, safeguarding and commitment to Oxfam’s values and Feminist Principles.

JOB REPORTS TO

CLV cluster Head of Business Operations

ROLES REPORTING TO THIS JOB

Program Finance Officers

BUDGET RESPONSIBILITY

Not directly managing budgeting but providing technical support and supervision of grant management and partner financial management

GEOGRAPHICAL SCOPE

The post holder is a part of the CLV cluster. The role provides leadership and management to PFOs in country

IMPACT

The impact of the role is CLV cluster, Asia region and affiliates HQ.

The role will be part of management team of the CLV cluster and has impact on major decision making

KEY STAKEHOLDERS

CLV Leadership Cluster team (especially National Directors), CLV business operation Team, Countries, Executing Affiliates, Asia Regional Platform, global functional units. Strong coordination with donors, financial institutions etc.

KEY RESPONSIBILITIES

Finance and grant management (20%)

• Develop an effective financial reporting and financial monitoring system to programme and partners;
• Work closely with program managers, program finance officers on donor reporting, donor budgeting and donor spending. Ensure timely and accurate preparation and submission of all donor's reports as per the donor reporting template and schedule
• Provide Technical/management support to PFOs on their daily work, ensuring the quality of partner and donor financial reports, compliance with partners and donor regulations,
• Coordinate with Operations and Accounting Manager in the preparation of monthly financial management reports of country projects including partners

Risk Analysis, Compliance, and Audit (15%)

• Work closely with programme finance officers in countries to ensure partner monitoring visits are carried out regularly to mitigate financial fraud and corruption in each project/programme
• Play a lead role in dealing with internal/external audit relating to specific project/programme
• Advice the Head of CLV Business Operations by conducting regular effective risk analysis (i.e. variance analysis, trends) and reviews for the cluster, ensuring proper financial and operational controls are in place
• Coordinate closely with Operations and Accounts Manager to ensure compliance with all legal and statutory reporting requirements including providing audited accounts to the relevant government bodies in countries

 Staff management (15%)

• Provide Management Support: Offer consistent guidance to all program finance officers through regular check-ins, objective setting, and development planning.
• Capacity Building in Financial Management: Strengthen the financial management skills of staff and partners, supporting their organizational growth and alignment with Oxfam standards.
• Timely Technical Support: Ensure program finance officers receive timely technical advice and support as needed.
• Collaborative Training Coordination: Work closely with Operations and the Account Manager to deliver training to Oxfam and partner staff, ensuring thorough understanding and compliance with all award terms and conditions.

Specific finance and grant management (50%) Provide dedicated finance and grant management support for specific projects/programs by:

• Budget Development and Management: Preparing detailed budgets for externally funded project proposals aligned with project activities and design. Once approved, overseeing system enhancements, producing financial management reports per back-donor standards, conducting initial analyses, and submitting to the project leader for approval.
• Funding Proposal Assessment: Evaluating financial aspects of funding proposals from prospective local partners, considering both internal and external risks and opportunities.
• Financial Monitoring and Compliance: Ensuring robust monitoring of project expenditures, donor, and partner reporting. Overseeing that partners' financial management systems and controls are implemented effectively.
• Collaboration and Oversight: Working closely with the program team to monitor partner financial management, ensuring activities and outcomes align with agreed objectives.
• Internal Audits: Conducting internal financial audits for programs/projects biannually to assess and improve compliance.
• Contribution to Financial Policy: Supporting financial management and policy enhancement efforts, including audit quality assessments and identifying opportunities to strengthen financial improvement plans for Oxfam and its partners.

PERSON SPECIFICATION

Most importantly, every individual in Oxfam needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here)
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct):

1. Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity."

2. Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

Key Selection Criteria  

• Relevant degree in accounting, business or related field.
• 5 years grants management experience; At least 4 years’ experience working with large / multi country programs and reporting requirements.
• Substantial experience with the NGO/development sector with knowledge of gender transformative programming
• Experience in identifying and developing fund raising opportunities
• Proficiency in business planning, project/program development, budgeting and reporting with various donors.
• Experience in team leadership and management, preferably in remote or distancing management
• Excellent written and verbal English.
• Understanding of government structures, and their roles in the country and in CLV
• Demonstrated commitment to feminist leadership principles and practices
• Commitment to Oxfam’s overall aims and policies and experience of promoting gender equity and diversity and the interests of marginalized people in all aspects of Oxfam’s work.
• Ability to travel

SAFER RECRUITMENT

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 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. Offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.