GRANTS MANAGER OXFAM IN ETHIOPIA JOB DESCRIPTION. Shaping a stronger Oxfam for people living in poverty. Country Context. Team Purpose.

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1 OXFAM IN ETHIOPIA JOB DESCRIPTION GRANTS MANAGER Annual Salary and Benefits According to Oxfam Salary Scale Contract type Fixed term Reporting to Staff reporting to this post Country Director 1 directly (Grants Specialist) Locations Addis Ababa Annual Budget Shaping a stronger Oxfam for people living in poverty Country Context A new Oxfam Country Strategy (OCS) was finalized in 2015 and a Country Operating Model (COM) in A transition process has been completed to amalgamate all existing Oxfam operations in country under one roof. A new operating model has been introduced for Vision 2020 and will be rolled out and embedded in Ethiopia over the next 3 years. A key component of this is the establishment of an Executing Affiliate (EA) to operationalize the Oxfam programme in Ethiopia, under the oversight of the Oxfam International Country Director (OI CD). As the legally registered entity in the country, it employs in-country staff, is the asset holder, primary contract signatory with in-country donors and suppliers, manages finances and provides back office support and IT systems, and represents the Oxfam Confederation in country. Complementing the work of the Executing Affiliate are Partner Affiliates that provide funding (restricted and unrestricted), thematic expertise and influencing capacity. Team Purpose The Grants Unit will contribute to secure the restricted funds needed to implement the programmes in the Country Strategy according to the donor requirements. The proposals and reports quality as well as timeliness are key areas that this unit has to ensure. On the other hand, taking into account the important work Oxfam wants to do with partners, the Grants Team will have to ensure that both, partners and internal Oxfam Staff has the comprehension and competencies to follow donor rules and regulations. If this is not the case, capacity-building plans will have to be developed. This unit will be working for the whole Ethiopia Programme that includes the long term, humanitarian and campaigns. Job Purpose 1

2 The Grants Manager will provide direct support to the organisation leading on the development of the fundraising strategy, identifying new donors, managing existing donor relationships, ensuring that donor compliance requirements are met and facilitating the development of new programme designs and proposals. As a senior manager within Oxfam, the Grants Manager leads the planning, coordination, securing and management of restricted income to enable Oxfam in Ethiopia to deliver on the national country strategy. Key Responsibilities and Accountabilities 1. Grants strategy development to support to long term, campaigns and humanitarian programs In consultation with the Country director and Country Management Team design, update and manage the implementation of the country funding strategy Ensure that the country funding strategy is internalized within the country team Conduct regular donor mapping informed by the ambitions and outcomes articulated in the Oxfam Country Strategy Lead the fundraising strategy review processes, facilitating decision making to ensure that fundraising strategies and activities are relevant and remain aligned with changes in the programme Ensure that the systems, processes and ways of work to support the delivery of the strategy are defined, staffs are aware of these and that their provisions are implemented. In consultation with the Donor Accountant and Grants Specialist, ensure a proper review of 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 work with programme and finance staff to continuously improve the quality of donor reports. Ensure links and facilitate join work with the Oxfam in the region (HECA Funding Unit) and across the Globe. 2. Support the country programme team in the development of quality project proposals and concept notes Evaluate eligibility and provide summaries of opportunities and calls that are relevant to the country team Coordinate development and submission of donor proposals. This requires working closely with programme staff in order to advise and support them to understand and meet donor requirements. Liaise with donors to resolve queries in support of proposal development Facilitate access to specialist support from within, and external to the Confederation in support of proposal development 2

3 Quality assure all concept notes and proposals, ensuring that proposal are of a sufficient quality to meet minimum requirements for submission Manage the internal authorisation and sign off processes Ensure timely submission of high quality funding proposal and mange donor communications and follow up Support staff to develop fundraising skills and capacities Review and strengthen compliance and utilization of EA system (OPAL/CRIMSON) for project and contract management 3. Leading the relationship with donors and exploration of new ones Represent Oxfam in external engagements with donors Develop and maintain sustainable, quality and consistent relationships with key and potential donors Responsible for new business development including philanthropies, income streams and innovative funding models with non-traditional donors, private sector, and other philanthropies such as foundations, lotteries and trusts Provide on-going research, strategic donor intelligence gathering, and trends analysis and generate information to enable engagement with global, regional and country level donors. Support the appraisal of new funding opportunities using the bid and no bid decision making tool and processes. Work with affiliates in identifying and sharing new opportunities with home donors. Identify and foster potential partnerships, coalitions, consortia and affiliate engagement that may result in joint programme funding opportunities. Prepare and share with the Country Director and the Head of Programmes regular updates on top-line income status of the country in terms of (a) secure income for current year, (b) secure income for future years, and (c) proposals in the pipeline (which covers likely and possible) 4. Partner capacity building on donors requirements Co-ordinate and manage partnership processes ensuring effective systems in place for knowledge management and capacity building Ensure that Oxfam partners have sufficient capacity to contribute towards the development of high quality proposals and programme designs Facilitate processes to ensure that all partners are aware of their commitments and contribution towards the delivery of successful proposals Guarantee that there is report writing support to partners where necessary 3

4 5. People development and management Ensures that the team member (Grants Specialist) has access to staff development opportunities, identifies and addresses capacity gaps and provides on-going counselling and support to the team member Manage and support the Grants Team to deliver on the Funding Strategy, providing leadership, inspiration and guidance and ensuring that the management of the team is in line with Oxfam s HR policies and procedures. With support from Human Resources Manager, manages the life cycle of individuals within the team from pre-recruitment to exit, including performance management processes, people s development and working with HR on issues such as disciplinary matters among others. Technical Skills, Experience & Knowledge Essential Masters / Post-graduate from a recognised University/collage in International Development, Finance, Social Sciences or or any other related area that can bring added value to the job. Relevant experience of 5-7 years in budgeting, planning, programme cycle management, preferably in an international NGO out of which 3 years should be supervisory/managerial experience Management experience in securing and managing funds from institutional donors, such as ECHO, EU, DFID, OFDA, CIDA, and UN agencies Excellent planning and budgeting skills, and a sound understanding of Programme Cycle Management in emergencies and/or development environments Sound skills in capacity building in relation to fundraising or programme development Self-motivated, target-driven and an entrepreneurial approach to fundraising opportunities Highly developed interpersonal, influencing and relationship skills Excellent in the use of computers and Microsoft, especially spread-sheet (Excel), accounting packages, word processing (Word) and Power Point. Competent in the use of packages Excellent personal communication skills, in written and verbal English, with high impact influencing and persuasive skills. Able to use different approaches to achieve followership Good administrative and numerical skills and attention to detail Demonstrated organisational awareness and understanding of knowledge management Proven analytical skills and the ability to think strategically in relation to fundraising and donor engagement. Strong analytical and conceptual thinking skills; able to understand complex issues and translate them into simple, workable actions and plans Ability to represent Oxfam to donors and external institutions. Ability to adjust to constantly changing situations while maintaining focus on delivery and follow-through Experience with gender programming and working in multi-cultural environment 4

5 Commitment to Oxfam s overall aims and policies and experience of promoting women s rights and the interests of marginalized people in all aspects of Oxfam s work Desirable Sufficient knowledge of Oxfam s priorities and development and humanitarian programme work is an advantage Knowledge of donors porfolio in Ethiopia Amharic language Experience of working with Oxfam systems Key Behavioural Competencies ****delete as appropriate*** (based on Oxfam s Leadership Model) Competencies Decisiveness Influencing Humility Relationship Building Listening Mutual Accountability Agility, Complexity, Description We are comfortable to make transparent decisions and to adapt decision-making modes to the context and needs. We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organisation We spot opportunities to influence effectively and where there are no opportunities we have the ability to create them in a respectful and impactful manner. We put we before me and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization. We understand the importance of building relationship, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organisation. We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear, and consider different preferences. We can explain our decisions and how we have taken them based on our organizational values. We are ready to be held to account for what we do and how we behave, as we are also holding others to account in a consistent manner. We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of elements interacting in diverse 5

6 and Ambiguity and unpredictable ways. Systems Thinking We view problems as parts of an overall system and in their relation to the whole system, rather than reacting to a specific part, outcome or event in isolation. We focus on cyclical rather than linear cause and effect. By consistently practicing systems thinking we are aware of and manage well unintended consequences of organisational decisions and actions. Strategic Thinking Judgment and We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values. Vision Setting Self- Awareness Enabling We have the ability to identify and lead visionary initiatives that are beneficial for our organization and we set high-level direction through a visioning process that engages the organization and diverse external stakeholders. We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our selfawareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes. We all work to effectively empower and enable others to deliver the organizations goals through creating conditions of success. We passionately invest in others by developing their careers, not only their skills for the job. We provide freedom; demonstrate belief and trust provide appropriate support. We give more freedom and demonstrate belief and trust, underpinned with appropriate support. ****DELETE THIS PAGE WHEN ADVERTISING*** Guidance Ensure that the following is clear in the Job Description: Area Details Affiliate Current Grade Reporting Structure Ensure this is on the role profile to enable a check on comparisons/slotting Who do they report to in the structure how senior is their manager? Key Features Distinguishing Include a job summary/purposes which helps to summarise why the role is at that level what are the key elements of the role Terminology Actual Figures Consistent terminology is vital and often gives an initial indicator of the size of the role e.g. Assists, coordinates, manages, leads etc. In order for comparisons to me made it is vital to include, where possible, actual figures e.g. instead of using the term budget 6

7 holder for a large budget it is better to be specific budget holder of 20M programme budget, same on people management figures, instead of manages a large team, manages 50 people across 4 locations. Percentage of time spent on Job elements Strategic Input Some general quantification of what percentage of time the role holder spends on main elements of the role, this could help determine job family for a blended role and give an idea of overall size of job if some aspects are less or more responsible. E.g. a HR and Administration Manager who spends 80% of time on HR and 20% on administration would be in the HR Job Family What strategic input does the role have e.g. designs and implements/contributes to/works towards, assists with the achievement of etc. Is it the strategy for a programme, country, whole region etc. Multi-country Scope focus Ensure if the role has regional scope that it is clear what you mean by regional scope (as the definition varies across affiliates) e.g. does the impact span 2 countries, 3 countries or all countries in the region. What is their impact and influence across these locations? Impact of Environment Geographical Area Covered in the Role Specialist Knowledge What impact does the political/religious/security/stability aspects have on the working environment, and what input does the role have in these areas - consider the individual aspects? How large is the area the role covers (compared to others within the affiliate) e.g.: the country programmes spans 10 locations, works with 11 partners and have a budget of 5 million. If it is a role requiring specialist knowledge e.g. HR, Finance, Logistics, Programme etc who is the most senior in country specialist for this technical area e.g. if you are writing the profile for a HR Manager and they report to the country director indicate they are the most senior technical specialist in country. Minimum Qualification Essential If a degree is essential in a job, this should mean that work experience is not a substitute e.g. an accountant who will sign off country accounts and in your organisation that means they must have X type of accountancy qualification to legally do this. In the job profile alternative work experience should not be indicated as the qualification should be recorded as essential. Humanitarian Aspects If the role requires periods of time taking on additional responsibilities or more senior responsibilities temporarily to meet business needs at times e.g. during an emergency and that is what is recruited into the roles - e.g. a Programme Coordinator role looking after disaster preparedness may need to step up and increase staff numbers, budgets etc in an emergency indicate roughly how often is this likely to happen and does this increase the skills and competencies needed for the post? Is this significant 7

8 enough to impact the zone? Overall Impact Size and Balance of Four Factors Where is the impact of the role felt internally/externally how far receiving is the impact etc Ensure the role profile covers details of the 4 elements to you can ascertain where the impact of the role felt; - Internally just in your affiliate, across several affiliate - Externally in partner organisation, at government level - How wide is the impact- across one country, across a region? - Will any factors be larger than others/what will the balance be? e.g. a logistics Manager may be high on management due to significant responsibility for staff numbers, stock, warehouses, budgets etc Management e.g. people, budgets, assets, projects, discretion Analysis and problem solving e.g. creativity, forward planning Knowledge and experience e.g. qualifications required, skills Impact e.g. contacts, advice, consequences Name Of Employee... Signature...Date... Name of Line Manager... Signature...Date... 8