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CLV Finance & Grants Manager (Re-advertisement)

with Oxfam

BTDC-ID: 28628

Closing Date:

Announcement Description

The CLV Cluster is comprised of three countries i.e. Cambodia, Laos and Vietnam

Our Vision for the CLV Cluster is: A CLV Cluster that increases our impact on the ground, strengthens our ability to influence policy changes at country and regional levels, raises income and saves costs.

A key feature of the CLV Cluster design for Business Operations is a consolidated, virtual hub, with a single line management structure -reporting to Head of CLV Business Operations - that is multi-located and that provides distributed leadership for business functions.

This includes a Basic Business Operations structure in each country to ensure delivery of existing commitments and provide a base for business and strategic growth with an integrated cluster Business Operations structure that provides functional management and oversight of all Business Operations staff/units in the Cluster and provides quality control, guidance, monitoring and support to all Business Operations functions. All Business Operations functions are key contributors to Oxfam’s lasting impact in Cambodia, Laos and Vietnam, within Asia and globally.

All staff members in Business Operations roles in the CLV Cluster are linked to the virtual Business Operations Hub, to ensure accountability at Country and at Cluster level, towards Partner Affiliates and via Executing Affiliate (EA) joined-up processes.

Announcement Positions

CLV Finance & Grants Manager

  • Category: Exec. / Management, Accounting, Business Administration
  • Type : Job Opportunity
  • Location: N/A
  • Schedule: Full-time
  • Salary: N/A

LOCATION: Cambodia, Laos or Vietnam

CONTRACT TYPE: Fixed Term, 1 year with possibility of extension

JOB FAMILY: Finance & Grants

ONE OXFAM GRADE: C1

DEPARTMENT: Business Operations

TEAM: Cambodia Laos Vietnam (CLV) Cluster, Asia Region

HOURS (FTE): 37.5

TEAM PURPOSE: The CLV Cluster is newly created as part of the Oxfam global change process. The CLV Cluster links programs, people, funding resources and knowledge in three Mekong countries to optimise delivery of our Global Strategy Framework and the Asia Regional Strategy, and to achieve operational efficiencies.

JOB PURPOSE: The CLV finance and grant manager will work in a consolidated, virtual hub within a single management structure, remotely supporting CLV countries. The role provides strategic guidance and support to the cluster management and countries on finance and grant related matters.

In addition, the position plays a key role in making links between programme, finance staff and teams as well as creating strong coordination with relevant executing affiliates for finance systems, policies and procedures including nurturing a positive workplace with high standards of accountability, safeguarding and commitment to Oxfam’s values and Feminist Principles.

JOB REPORTS TO

Head of CLV Business Operations

ROLES REPORTING TO THIS JOB

Matrix management (co-management) of Programme finance officers across 3 countries; working day to day with them to achieve the purpose of their role; supervision of technical aspects of their role; overseeing learning and development plans for Programme finance officers

BUDGET RESPONSIBILITY

EUR 15 million (managing grants, finance for this amount in a multi-affiliate, multi-country complex context and approving payment to partners)

GEOGRAPHICAL SCOPE

The post holder is a part of the CLV cluster in Asia. The role provides leadership and management to the three CLV countries

Duties
  • Leadership and governance of the CLV Cluster, act as one of the most senior technical specialists in the cluster as well as a member of the CLV Management Team (10%)
  • Develop an effective grant management system for monitoring and implementing all contracts and agreements. Provides regular reports to the CLV leadership team to assist with optimal grants management.
  • Provide senior technical advice in grants and financial management of the CLV cluster as well as contribute strategic input to the direction of business operations for the CLV cluster in these functional areas
  • Network and develop working relationships with different organisations, participating in external meetings including donors, government, and civil societies
  • Budgeting and Forecasting (20%)
  • Lead in developing proposal budgets and budget narratives, ensuring alignment with Oxfam and donor requirements (e.g., allowability, allocability, reasonableness and accuracy of cost matching, programme income issues, etc.).
  • Coordinate closely with Operations and Accounting Manager in development of CLV countries budget guidelines and coordinates the preparation of annual budgets, consolidation, including forecasts and future years budgets.
  • Participation in proposals development workshops and meetings to get knowledge of the project or program at early stage when necessary
  • Verify the proposal budget as well as budget revision to ensure accuracy on unit costs, formulas, etc. before it is finalized to be shared with CLV leadership for approval and submission to the donor.
  • Financial monitoring and reporting (30%)
  • Prepare the monthly budget Vs actual report, highlighting important information such as contract balance, spending ratio on individual budget, summary on key possible threats and any proposed action.
  • Liaise with budget holders and provide recommendation to address any donor budget overspending /under spending. Critically examine expenditure reports with budget holders and provide recommendations to address under spending, overspending or unusual expenditure in relation to project phases.
  • Ensure consistency, coherence, and compliance amongst CLV Cluster countries in relation to Oxfam and donor financial procedures and policies, including financial risk management, anti-terrorism and money laundering, etc.
  • Ensure timely and accurate preparation and submission of all donors reports as per the donor reporting template and schedule
  • Coordinate with Operations and Accounting Manager in the preparation of monthly financial management reports of countries projects including partners
  • Review reconciliation of Grants Receivables/Payable and validate the outstanding balance due or receivable from donor.
  • Works closely with the teams (in particular finance) to ensure greatest use of restricted funds through strategic recharging to donor contracts where possible, and to ensure budget spend is maximised.
  • Risk Analysis, Compliance and Auditing (20%)
  • Work closely with finance and grants colleagues in countries to ensure partner monitoring visits are carried out regularly to mitigate financial fraud and corruption in each project/programme
  • Play a lead role in dealing with internal/external audit relating to specific project/programme
  • Advice the Head of CLV Business Operations by conducting regular effective risk analysis (i.e. variance analysis, trends) and reviews for the cluster, ensuring proper financial and operational controls are in place
  • Coordinate closely with Operations and Accounts Manager to ensure compliance with all legal and statutory reporting requirements including providing audited accounts to the relevant government bodies in countries
  • Matrix management and supporting finance and grant function (20%)
  • Provide special matrix management to all Finance & Grant Officers / Coordinators in CLV Cluster on day-to-day work including:
  • Supervise work activities, coach and mentor 16 Finance and Grant Officers across the three countries of the CLV Cluster in financial technical aspect to ensure high performance, accountability to meet deadlines with high quality standards, and progressive skills strengthening
  • Quality review work by Finance & Grant Officers / Coordinators on day-to-day basis, provide structured and frequent feedback to these staff and provide steer/directions for improvement
  • Coordinate closely with Programme Managers to co-manage staff performance reviews of Finance & Grant Officers / Coordinators, provide inputs and follow up to their capacity development plan
  • Provide leadership and direct management of financial tasks by Finance & Grant Officers / Coordinators
  • Strengthen the capacity of partner organisations in financial management as part of their organisational development with Oxfam.
  • Ensure technical advice/supports are available and deliver to Finance & Grant Officers / Coordinators in a timely manner
  • Coordinate closely with Operations and Account Manager to provide training to Oxfam and partner staff to ensure all award terms and conditions are understood and implemented properly.
Requirements
  • Relevant degree in accounting, business or related field.
  • 7 years grants management experience; At least 5 years’ experience working with large / multi country programmes and reporting requirements.
  • Substantial experience with the NGO/development sector with knowledge of gender transformative programming
  • Experience in identifying and developing fund raising opportunities
  • Proficiency in business planning, project/program development, budgeting and reporting with various donors.
  • Experience in team leadership and management , preferably in remote or distancing management
  • Excellent written and verbal English. Written and verbal fluency in a language from one of the CLV cluster countries
  • Understanding of government structures, and their roles in at least one of the CLV cluster countries
  • Demonstrated commitment to feminist leadership principles and practices
  • Commitment to Oxfam’s overall aims and policies and experience of promoting gender equity and diversity and the interests of marginalized people in all aspects of Oxfam’s work.
  • Ability to travel within and across the CLV countries
 

How to Apply

SAFER RECRUITMENT

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us. Offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

Applying:

All applicants should please apply through Oxfam recruitment website by the closing date at 23:59 ICT.

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED

 
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