DONOR CONTRACTS & COMPLIANCE COORDINATOR
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Annual Salary and Benefits
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Internal Job Grade
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D1
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Contract type
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Fixed Term Contract. Contract Period runs from April to March each year and contract is extended subject to funding and performance
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Reporting to
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Funding and Business Development Manager
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Staff reporting to this post
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Nil
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Locations
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Islamabad, Pakistan
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Annual Budget
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NA
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Shaping a stronger Oxfam for people living in poverty
Team Purpose
To lead and support country programme in new business development and existing donor contract management under the supervision of the Funding&Business Development Manager.
Job Purpose
The Donor Contracts and Compliance Coordinator is primarily responsible for supporting programme teams in ensuring compliance to donor rules and regulations and effective donor contract management. This position 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.
Key Responsibilities and Accountabilities
Donor Engagement, Compliance and Donor Contract Management 60%
- 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)
- Keeping Oxfam’s web-based donor contract management system updated with all information relating to donor contracts
- Support in communicating with donors vis-a-vis donor contract management as and when required
- Designing and delivering trainings relating to donor contract management for internal (Oxfam) and external audience (implementing partners)
- Ensuring timely submission of high quality donor reports in coordination with programme and finance staff
- Prepare, update and circulate monthly/ quarterly donor reporting schedule, contract summary sheet, pipeline proposals tracking sheet, donor contact database and OI funding grid (in case of humanitarian response)
- Assist F&BDM in developing donor pre-positioning strategies; and conducting donor analysis/landscape
- Take lead in identify donor opportunities
- Prepare case studies, capacity statements, organizational profiles to
improve Oxfam’s positioning
Proposal Development & Knowledge Management 40%
- Maintaining and updating information on Oxfam’s web-based donor contract management system, O drive and hard files for the Funding Department – ensuring knowledge management
- Maintaining a repository of information related to funding functions in soft (using OGB’s central hard drive) and hard copies (filing system)
- Generating reports from Oxfam’s web-based donor contract management system to be used by senior management for different types of trend analysis.
- Maintain and update donor reporting and proposal formats. Share with concerned programme and finance staff as and when required.
- Take proactive lead in developing opportunity synopsis after carefully reading call for proposals; Facilitate or assist F&BDM organize design workshop;
- Conduct desk research, write background and contextual analysis sections for proposal development;
- Write narrative sections of the proposal with support from programme managers/sector specialist
- Address feedback and Prepare final package for review and submission
- Through regular trainings, partner visits, fact sheets, provide information and guidance to Oxfam’s implementing partners regarding donor contract management; especially on proposal writing and donor reporting (narrative and financial).
- Attend trainings and workshops organised by donors and Oxfam relating to donor rules and regulations and update concerned staff in Pakistan
Technical Skills, Experience & Knowledge
Essential
- Masters degree in social sciences/international relations with 5 - 7 years’ experience in I/NGO in compliance and donor contract management
- Experience and know-how of using Oxfam or other custom web-based donor contract management software
- Good written and verbal communication skills
- Excellent English writing and editing skills
- Inter-personal communication skills and the ability to develop good working relationships with internal and external audience
- Effectively manage own time and oversees basic processes
- Understanding of donor relations
Desirable
- Problem solving skills and ability
- Ability to meet deadlines and produce quality work
- Experience of working with institutional donors such as ECHO, EU, DFID, MoFA Netherlands, AusAID/DFAT, UN agencies and different Oxfam affiliates.
Key Behavioural Competencies
(based on Oxfam’s Leadership Model)
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Competencies
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Description
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Decisiveness
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We are comfortable to make transparent decisions and to adapt decision making modes to the context and needs.
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Influencing
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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.
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Humility
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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.
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Relationship Building
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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.
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Listening
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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.
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Mutual Accountability
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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.
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Agility, Complexity, and Ambiguity
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We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of elements interacting in diverse and unpredictable ways.
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Systems Thinking
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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.
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Strategic Thinking and Judgment
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We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values.
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Vision Setting
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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.
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Self-Awareness
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We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes.
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Enabling
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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.
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