Grants & Compliance Officer

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.

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.

The Grants Officer is part of the Funding Team and works together with the Grants and Compliance Manager under the supervision of the Business Development and Funding Coordinator. He/she is responsible for supporting the management of grants in Oxfam in Lebanon’s portfolio. This includes grants management and compliance, information and system management, and new business development. He/she’s key duties will be supporting with grant management, Crimson system updates and maintenance and in general providing support to the Grants and Compliance Manager and the Business Development and Funding Coordinator, as needed.

KEY RESPONSIBILITIES

Grants Management and Compliance

• Supports the Grants and Compliance Manager in the review and submission of high-quality financial and narrative reports. Works with Programme, Logistics and Finance staff to continuously improve the quality of Oxfam's reporting;
• Contributes to project kick-off meetings from a compliance perspective;
• Maintains the “Compliance Requirements per Donor” folder updated, by amending/adding material as necessary.

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;
• Contributes to regional monitoring reports, particularly on compliance and system maintenance issues.
• Ensures proper filing of all project documents (proposals, amendments, reports, etc). in the Funding Team folder on Box.

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• Leads the preparation and submission of relevant documents for donor due diligence processes and liaises with Affiliates and other Team members accordingly;
• Coordinates closely with the EA Node and the OGB Programme Systems, Reporting Team on the Donor Reporting Schedule and manual adjustments, as necessary;
• Updates information on funding and appeals on Activity Info and liaises with the Inter-Agency Coordination on relevant reporting issues.

New Business Development

• Leads on the preparation and signature of the required administrative/support documents for proposal submission, in coordination with Affiliates as relevant;
• Leads on the preparation and signature of administrative documents for donor contract signature and amendments;
• Leads on the review and preparation of OPAs and review and signature of donor contracts;
• Contributes to the development and submission of high-quality project proposals to donors, including providing information on donor requirements and submission schedules ;;
• Ensures that funding files, both electronic and paper, are complete and kept up to date.

Other

• 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

Essential

• Graduate in the following disciplines: Finance, Business administration, Computer science, Social Science, International Relations, Project Management or similar.
• At least 1 year of experience and knowledge of planning for, securing and managing funds from institutional donors, including significant experience of donor compliance and donor liaison for donors such as the EU, GAC,  UN Agencies, Sida, DGD, and Danida;
• Sound skills in donor contract management and donor compliance;
• Proven skills and experience in reporting;
• Relevant experience in system management;
• High level of attention to detail and analysis to ensure that donor compliance and reporting meets Oxfam’s and donor’s high standards;
• Self-motivated, target-driven and an entrepreneurial approach to contract management
• 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;
• Financial and budgeting skills

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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