DONOR CONTRACTS AND COMPLIANCE MANAGER MENA

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1 AT OXFAM WE WON T LIVE WITH POVERTY. Together we can end extreme poverty for good. Will you join us? DONOR CONTRACTS AND COMPLIANCE MANAGER MENA Closing Date: 6 th October 2016 Interview Date: TBC Vacancy Ref: INT2818 1

2 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. OUR VALUES All our work is led by three core values: Empowerment: Everyone, from our staff and supporters to people living in poverty, should feel they can make change happen. Accountability: We take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions. Inclusiveness: We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences. OUR TEAM From Women's Rights to water, earthquakes to education, we are committed to lifechanging, groundbreaking work across many areas. We won t live with poverty. Oxfam is adopting a new operating model where our country teams will be managed through Oxfam International (OI) with Oxfam GB responsible to ensure that country teams have effective and efficient operating platforms, systems, policies, processes and capabilities to enable our programme work. To enable this Oxfam GB are creating a team that will consist of functional roles to support business delivery. These roles are all new and will be clustered by geographic area to work closely with country directors, the OI regional platforms, partner affiliates investing in countries we are supporting and headquarters for Oxfam GB, Oxfam International and where relevant, other partner affiliates. Practically the roles in these units will work together in a cross-functional way to ensure maximum benefit to country teams. In terms of management lines in country the OI Country Director is responsible for all country staff who the EA Node supports and the OI Country Director will report into the OI Regional Director. The positions in the EA node will report into the Head of Business Operations of the node. 2

3 WHAT WE ARE LOOKING FOR We are looking for a new Donor Contracts and Compliance Manager (DCCM) who will enable country staff to uphold Oxfam s global policies, procedures, and systems for the professional management of restricted donor funding. The DCCM will be the focal point for ensuring that Oxfam s staff, systems, and business processes deliver a high standard of contractual compliance, quality assurance, and risk management in restricted donor funding. The successful candidate will have the ability to collaborate effectively to deliver on these objectives in concert with a wide range of internal business functions (programme funding, finance, logistics, human resources, audit, legal, and programmes) and external stakeholders (donors, partners, prime contractors, sub-contractors, and other affiliates). The DCCM will be expected to work seamlessly with country, regional, and head office teams using both face to face and remote communications. The successful candidate will possess significant experience in donor contract management or quality assurance; a background in law, finance, audit, programmes or funding; possess a high degree of professional integrity; and most importantly, will share our passion for eliminating the injustice of poverty around the world. Our new donor contracts and compliance manager will be enthusiastic about joining a newly formed team, will have experience of working in a networked way and in a matrix management environment. JOB PURPOSE The Donor Contracts and Compliance Manager (DCCM) will provide training, capacity support, and technical assistance to staff at country level with responsibilities for operational donor compliance, donor contract management systems, donor reporting, and risk management related to restricted funding. The role in MENA will support 6 country offices in managing grants and contracts from donor partners. CORE DETAILS Location: Job grade: Salary: Contract type: Hours of work: Reporting to: Flexible within MENA Level C2 (based on country grades) Competitive salary (based on country salary scales) Open contract Full time (exact hours dependent on location) Head of Business Operations (MENA) 3

4 Matrix relationship: Staff reporting to this post: Budget responsibilities: Contracts and Compliance Manager, Programme Funding and Partnerships, Oxford. None, but matrix relationship with programme and funding staff in country offices There will be no direct budget management in this role, but responsibility for support to the management of more than 150m in restricted funding per annum. SCOPE Ensures quality, timely, and relevant technical support and training on the full spectrum of award management to Oxfam teams Identifies training needs for country teams in donor award management Monitors key performance indicators for donor award management Builds and maintains a network of donor award specialists in country teams Works across multiple line functions and organisational boundaries beyond functional specialisation Communicates complex data and information succinctly, correctly, and analytically to internal and external stakeholders Influences management decision-making over significant portfolio of income and awards from a diverse range of donor partners Exercises appropriate level of judgement about risk escalation Solves complex problems involving multiple stakeholders and competing interests Reports on key performance indicators, business trends, and key risks to inform management decision-making Actively leads organisational initiatives and processes to strengthen stewardship of donor awards Supports recruitment of donor contract specialists at country level DIMENSIONS Managing existing significant processes Manage projects at unit/sub-unit level May involve line management (of grade D, E and F staff and/or volunteers) Management of limited expenditure budget Resolve diverse problems with impact in defined area Problems are not repetitive, but not totally novel Occasional complex problems Recommending changes to processes 4

5 Collate information from a wide range of well-defined sources Specific technical/professional knowledge of their area from formal training and/or work experience Impacts also on other parts of affiliate Plans work up to one year ahead Frequent internal/external negotiation KEY RESPONSIBILITIES AND ACCOUNTABILITIES The donor contracts and compliance manager will enable Oxfam to maintain effective oversight and provide quality assurance in donor award management in countries where we hold donor grants and contracts. Specifically, the role will have responsibilities in the following key areas: 1. Award management The DCCM will build the capacity of Oxfam teams for managing restricted income grants and contracts to a consistently high standard across the full range of award management activities. This will be achieved by providing staff with training, technical assistance, and other support in the following areas of award management: - Upholding Oxfam s own policies and procedures for restricted funding, and compliance with relevant regulatory and statutory requirements. - Complying with the specific contractual requirements of each donor award. - Ensuring that at the start of new awards Oxfam teams have a donor contract management plan with clearly defined roles and responsibilities, understanding of compliance requirements, schedules for sub-contractors, partners and consortium members, co-financing plans, systems specifications, and other key milestones identified. - Ensuring that at the conclusion of every award Oxfam teams have a clear understanding of the terms and conditions for contract close out including submission of final reports, award-specific audits, appropriate record storage, systems specifications, and asset disposal. 2. High quality donor reporting The DCCM will ensure that country offices and Oxfam GB submit narrative and financial reports to donors according to reporting schedules, relevant donor rules and regulations, and internal systems requirements. While not responsible for the production of these reports, the DCCM will support countries in: 5

6 - Maintaining systems to track and monitor donor reporting. - Ensuring that narrative and financial reports meet minimum standards for quality. - Identifying matters of risk arising out of these reports for management attention. - Managing systems requirements for donor reporting. - Producing monthly and quarterly reports on an aggregated basis for all live contracts. 3. Donor facing compliance The DCCM will strengthen accountability to donors by ensuring that Oxfam teams manage restricted funding awards in accordance with the terms and conditions stipulated by awards. This will be achieved by: - Providing quality assurance to management on the capability of Oxfam teams to manage restricted donor funding. - Identifying training and advisory support needs on donor award management at country level. - Facilitating the delivery of training, technical support, tools, and guidance on donorspecific compliance requirements with the support of donor leads and account managers. - Providing a help desk function to provide expert advice in areas such as donor compliant budgeting, financial management, procurement of goods and services, partner sub-granting, anti-terror finance, and other areas of donor compliance depending on the nature and source of restricted funding. 4. Donor related information management systems The DCCM will ensure that staff members in country offices and Oxfam GB are trained and effectively using Oxfam GB s information management systems for restricted donor funding. Within the organisation, this system for donor related information management is known as Crimson, and forms an integral part of our programme management information systems. This function is vital in ensuring that Oxfam maintains oversight of restricted funded programmes and projects, appropriate records on donor awards, clear authorisation of decisions on donor funding, and a repository of information necessary for donor-specific audits. The DCCM will be responsible for ensuring that Oxfam teams use organisational systems and procedures in order to: 6

7 - Record all proposals, awards, amendments, and reports submitted to donors. - Record the requisite line management authorisation for submitting proposals, budgets, contracts, contract amendments, donor reports, and payment invoices. - Monitor key performance indicators on various stages of award management for management information and decision-making. - Administer the information management system above country, and ensure that contract data is correct, current, and compliant. - Support business processes associated with the start and close of the financial year. 5. Quality control and risk management The DCCM will be responsible for providing Oxfam GB with quality assurance and control in donor award management by: - Managing the internal authorisation processes on behalf of Oxfam GB as subcontractor or prime contractor with respect to proposals, contracts, budgets, reports and award amendments according to the stipulated schedule of delegated authorities. - Monitoring risks associated with high value opportunities or awards; complex multistakeholder funding arrangements; and complex donor funding instruments. - Providing regular advice and support to the management of high risk awards. - Provides technical support in the management of legacy contracts. 6. Key working relationships The DCCM will engage regularly with a range of external stakeholders including: Officials in donor agencies when dealing with significant issues of contracting, noncompliance, reporting or audits. Prime contractors involved with negotiation and management of sub-contracts. Partners and consortium members involved in negotiation and management subcontracts. External auditors reviewing donor awards. The DCCM will collaborate actively with internal stakeholders across different departments, functions, and affiliates, including: Country level staff in programmes, finance, funding, logistics, HR. Affiliate staff involved in resource mobilisation, donor contract management, programme finance, information management, and legal. 7

8 Oxfam International Secretariat and Regional Platforms. Matrix relationship to Head of Contracts and Compliance in Programme Funding and Partnerships team in Oxfam GB. SKILLS, EXPERIENCE & KNOWLEDGE Essential Proven track record of experience in award management for a large international organisation or donor agency Ability to synthesise and consolidate complex information succinctly in simple formats Demonstrable experience of preparing project budgets, business analysis, and donor reports Experience of working in countries across MENA region Working knowledge of donor contracts, rules and regulations Prior experience in managing and working within a high-performing team Ability to influence outcomes, facilitate processes, and work with others without direct line management authority Excellent verbal and written communication skills in English Prior experience in building staff capacity and skills using adult learning methodologies Ability to work within a multi-cultural, multi-lingual, and multi-disciplinary environment that values diversity Prior experience of working with complex knowledge management systems and information technology skills Ability to travel extensively Desirable Experience of working in programme in countries and/or at the regional level Oxfam seeks to employ a diverse workforce and encourages applicants from the countries where we work Appropriate background in finance, accounting, auditing, risk management, or compliance Familiarity with joint venture partnership agreements Workable level of Arabic language The job description is not incorporated into the employment contract. It is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in light of strategic developments following discussions with the post holder. This job description 8

9 will be reviewed 18 months after the post holder has starter. The post holder will be expected to work to agreed objectives, which should facilitate achievement of key responsibilities in accordance with the performance of the review process. Competencies Description Analytical thinking Able to tackle issues in a logical, step-by-step way. Breaks problems down into component parts and considers issues from a range of different angles. Processes a volume of information and data to reach a sound understanding of the issues at hand. Communications Able to communicate appropriate, concise and accurate information in Skills written and verbal formats. Checks understanding when communicating and is highly effective in using various channels - written or verbal; one-to-one or a group. Confidence Has a belief in own capability to achieve results and tackle problems. States own case clearly, offers opinions and believes in own ideas but knows own limitations. Deals confidently with senior managers, external parties and relishes new ground breaking challenges. Customer Focus Has the ability to understand the needs and priorities of customers inside Oxfam and the desire to meet their expectations. Takes full personal responsibility for resolution of the issue.questions and investigates to uncover real needs of customers and strives to achieve expectations having first established what they are. Developing and Able to assist others in reaching full potential through feedback, Coaching Others coaching, development and training. Spends time helping others develop new skills and offers practical support. Coaches for success by helping individuals prepare for significant tasks and coaches for improvement by helping individuals to learn from mistakes. Interpersonal Skills Organisational Alignment Relationship Building Able to understand and interpret other people s behaviour, concerns and motives and how an individual s motives and values drive and influence their behaviour. Is willing to align actions and behaviours with the needs, priorities and goals of Oxfam and ensures that significant decisions made are in line with its overall goals. Understands the importance of building relationship, within and outside the organization. Has the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organisation. 9

10 Resilience Results Orientation Team Work Technical and Professional Expertise Has the ability to maintain control and performance during stressful situations and stays positive and calm when problems arise. Has the ability/ disposition to set high goals for self and others, focusing on the delivery of targets, quality and deadlines. Puts personal effort into achieving and exceeding results and strives to improve the way things are done. Able to put the goal of the team before personal goals, and the ability to build effective, co operative relationships with others. Acts as a role model of cooperation and willingness to others and champions crossfunctional working. Resolves conflicts and competitiveness that get in the way of effective team working. Able to make effective and appropriate use of technical skills and knowledge. Proactively shares own know-how with other colleagues and volunteers expertise to help others solve problems and tackle issues. Strives to ensure Oxfam displays best practice in HR technical/ professional filed. 10