Grants and Contracts Coordinator

ABOUT US

Oxfam is a global movement of people working together to end the injustice of poverty. This means that we tackle the inequality that keeps people poor. Together we save, protect and rebuild lives. When disaster strikes, we help people build better lives for themselves and for others. We take on issues like land rights, climate change and discrimination against women. And we won’t stop until every person on the planet can enjoy life free from poverty.

We are an international confederation of 21 organisations (affiliates) plus the Oxfam International Secretariat, all working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries. All our work is led by our core values: Empowerment, Accountability, Inclusiveness, Courage, Solidarity and Equality.

Oxfam Novib Uganda is looking for Grants and Contracts Coordinator

Duty station: Kampala,

Type of appointment: Fixed Term  

Contract duration: 2 Years

Work schedule: Full-time 40 hours per week

Reports to: Business Support Manager

Salary & Scale: C2

Start date: February 1st, 2025

Deadline for applications: January 14th, 2025

CONTEXT

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

WHO ARE WE LOOKING FOR?

Of course, you have a Bachelor’s Degree in Business Administration, Finance, Accountancy etc from recognised University or equivalent accountancy professional Qualifications ACCA, or CPA (U)  and experience over 5 years’ experience in grants and donor contract management (financial management and accounting, setting up internal control systems / carrying out audits/reviews, and well exposed to the relevant statutory /legal issues that affect Oxfam as a country program and well connected to affiliates and partners  in the  region and beyond. You have proven experience in finance management and/or coordination in an international organization. Well-developed interpersonal and team skills and proven ability to be flexible in demanding situations. Years of supervisory responsibilities, including good training and coaching skills and a willingness to support development of others. You have previous experience with non-governmental organizations. You have proven computer literacy and analytical skills, Good negotiation and diplomacy skills and Good written and spoken English is essential.  Commitment to the aims and objectives of Oxfam. Commitment to humanitarian principles and action. Commitment to Oxfam’s equal opportunity and gender policies. Demonstrated experience of integrating gender and diversity issues into grants and contracts work.

WORKING AT OXFAM NOVIB

• All our work is guided by our core values: Empowerment, Accountability, Inclusiveness, Courage, Solidarity and Equality.
• At Oxfam Novib, we work according to the Feminist Principles - Oxfam Policy & Practice.
• Oxfam Novib is based on the power of difference. That is why we aim to attract a diverse mix of talented people who share our standards, values and principles, and who are committed to prevent and eliminate any type of misconduct.
• We have an active policy against sexual harassment, exploitation and abuse, any form of abuse of power or lack of integrity and financial misconduct. This subject will be covered in our application and selection process.

ADDITIONAL INFORMATION

• Do you believe that this is the job you are looking? Then we would love to meet you! Please send your resume and cover letter.

If you have questions regarding the position, please contact Human Resource Office through +256 (0) 414-390-500.

• Only applications received before the closing date January 14th, 2025, and submitted via our application portal will be considered.
• This job opening is posted internally and externally, simultaneously. Internal candidates are given preference if they are sufficiently qualified or can be obtained in short term. We believe it’s important in our organization that our employees are offered maximum opportunities for growth in new themes and competencies. Priority for internal candidates supports this.
• At the time of a contract offer, it is necessary for Oxfam Novib to request valid references. Our candidates will be subject to appropriate screening checks, including criminal records and terrorism, financial checks or integrity screenings/references.
• Oxfam Novib reserves the right, to its sole discretion, not to make agreements regarding this job opening, make an agreement in a lower level, or make an agreement with an amended job description.

Acquisition on the occasion of this vacancy is not appreciated.