Internal/External Vacancy
OXFAM in Ethiopia invites applicants for the following post.
Position Donor Reporting Officer
Level D2
Annual Salary and Benefits | According to Oxfam Salary Scale |
Contract type | Fixed term, 6 months |
Reporting to | Sr. Grant Manager |
Staff reporting to this post | None |
Locations | Addis Ababa |
Annual Budget | None |
Shaping a stronger Oxfam for people living in poverty
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
The Donor Reporting Officer is a new role within the Program Team (Humanitarian Department) of Oxfam in Ethiopia with close working relationship with the Funding Team. The prime responsibilities of this position is to support programme team in ensuring compliant, timely and high-quality donor reporting and knowledge management.
The Donor Reporting Officer will play a critical role in implementing Oxfam’s country funding strategy by developing quality donor reports, ensuring knowledge management and learning and supporting new business development opportunities. The post has a fair amount of autonomy in terms of planning and time management but must actively engage with and be responsible for meeting Oxfam and donor requirements, thereby working closely with the wider organization.
Key Responsibilities and Accountabilities
1. Donor Reporting and Contract Management
· Supporting the program team to produce timely and high-quality donors reports by providing adequate guidance, improving report quality and ensuring narrative/financial reporting consistency; ensuring timely submission of high-quality donor reports in coordination with programme and finance staff. As needed, take responsibility for initial narrative report drafting.
· Liaise with relevant program and operational (e.g. Finance, Logistics) teams to ensure timely, efficient, and high-quality contract management.
· Ensure contract management tools and resources are streamlined and disseminated to relevant Oxfam staff in the national and field offices.
· Ensuring compliance of all donor contracts in line with donor and Oxfam policies and procedures;
· Providing advice to programme teams in Addis, field project sites, and to partners in complying fully with the terms and conditions of donor contracts.
· Monitoring programs implementation and analyzing consequences on contract management (NCE, amendment, exchange of letters).
· Supporting the Program Teams (Addis and field based) on day to day request related to donors and contract management.
· Preparing, updating and circulating monthly donor reporting schedules.
· Support grant opening, review, and closing meetings, including attendance at meetings when required.
· Travel to the field sites as needed to support program monitoring/contract management.
· Maintaining Oxfam Donor Contract Management System by creating contracts codes, ensuring proper allocations regarding program/projects as well as updating proposal/project status and income management.
2. Knowledge Management and Programme Learning
· Promote learning within a programme/country team and in external sectors as relevant, through the development of a range of products (programme tools, evaluations, trainings and training guides) and processes/systems for communicating and sharing.
· Build trainings and tools that match/combine with learning and clarify good/bad practice regarding donor reporting for easy use and replication in other contexts.
· Support programme staff and partners, helping them identify the best information and examples and building their capacity to create motivating, easily communicable learning materials.
· Work with all technical and support functions, being a focal point for advice and practical support regarding knowledge management and learning.
· Maintaining and updating information on Oxfam’s web-based donor contract management system (CRIMSON), O drive and hard files for the Funding Department – ensuring knowledge management.
3. New Business Development
· Support development of Oxfam in Ethiopia’s concept notes and proposals, abiding by the guidelines set out by the donor and by Oxfam’s internal policies. This will involve developing proposal documents including narrative, budget, budget narrative, narrative, monitoring and evaluation documents, and other documents as necessary.
· Coordinate with staff from other Oxfam in Ethiopia functions (technical sectors, finance, field staff) to compile relevant information and documents to support proposal development.
· Facilitate Oxfam technical sectors to develop project plans, logical frameworks, and implementation timelines for current and future Oxfam projects.
Technical Skills, Experience & Knowledge
Essential
· Bachelor (BA) or Degree from a recognized university/collage in relevant field that can bring an added value to the post.
· Relevant experience of 3-5 years (at least two years of institutional grants management experience in INGOs, preferably in an international NGO like Oxfam.
· Familiarity with major donor rules and regulations.
· Excellent analytical and problem-solving capacities – ability to identify issues with contractual implications, ensure consistent donor reporting and support teams in providing appropriate analyses of activities.
· High adaptability – ability to work with large range of actors including institutional donors and partners and to develop understanding of various contexts.
· Advanced interpersonal skills and good pedagogy – ability to support staffs in ensuring compliance with donor requirements; carry out staff/partners training and to ensure high communication sharing/gathering on project implementation.
· Proven excellent writing skills – experience/training in reports writing.
· Good proficiency in Microsoft Office – significant experience with Word, Excel, PowerPoint, etc.
Desirable
· Good knowledge/understanding of humanitarian and development programs.
· Good knowledge of institutional donor environment and main donor guidelines (such as ECHO, EC, OFDA, GAC, UN agencies, Foundations, etc.)
PERSONAL QUALITIES
Essentials
· Accountable and transparent
· Rigorous and attention to details
· Committed to Oxfam values and aims
· Autonomous and able to take initiative and manage own time
Desirable
· Creative in identifying adequate solutions to varied issues
· Tact and Diplomacy
OTHER
· Flexibility to travel frequently in Ethiopia
· Flexibility to adapt the workload which is deadline driven
How to Apply:
Interested applicants who meet the above requirements should submit their application letter and CV through HEthiopia@oxfam.org.uk on or before December 24, 2018.
Only short listed applicants will be contacted.