Oxfam is a global movement of people working together to end the injustice of poverty.

The Role:

Oxfam Nepal is looking for Donor Contract Management and Reporting Coordinator , Coordinate and oversee the end-to-end management of donor contracts and grants, ensuring effective coordination and maintenance of contractual relationships with donors and Partner Affiliates (PAs). Facilitate compliance with donor requirements, proactively identify and escalate contract risks, and support timely corrective actions, including amendments and extensions. Ensure high-quality and timely donor and organisational reporting, income accounting, contract opening and closure processes, and contribute to effective Contract Management Reviews (CMR). Collaborate closely with Country Leadership and Management Team (CLMT), budget holders, and the EA Node to strengthen grant and project management processes, including the effective use of OPAL and CRIMSON systems, while maintaining regular communication and updates with key donors and stakeholders.

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)

Contract Cycle Management 40%

• Reviews new and amended Oxfam Project Agreement (OPA) and share it with EA node for endorsement.
• Facilitates and coordinates Oxfam Project Agreement (OPA) discussions and negotiations for new and secured grants with Oxfam affiliates.
• Summarize contract clauses for Budget Holders/Project Manager after it is signed off.
• Accountable for keeping the donor and Oxfam Affiliates member informed of any significant issue on secured contract and for addressing these.
• For secured contract coordinate and share programme and donor information with programmes and finance staff, regional centre, OGB/EA , OI and other Oxfam affiliates as appropriate and as may be requested.
• Manages the contractual relationship with the donor/member through communication on reports, and contracts update
• Lead on institutional fund secured contract management and liaise with affiliates with regards to Oxfam Project Agreement (OPA) amendment, net funding figures and reporting. (e.g. processing grant agreements and contracts, including GIK)
• Create and Maintain contract award files in CRIMSON for new/current contracts which is Oxfam’s contract management platform and provides support in OPAL, as country focal person, which is Oxfam’s project management platform.
• Ensure year-wise budget phasing is updated in CRIMSON in coordination with Budget Holders and Head of Business Support.
• Ensure proper income accounting is done and track and raise Income in the system and regular follow up until income is realized when it is due to ensure smooth income from donors to the project.
• For the purpose of filing, record donor issues and communications, record Finance, HR and Supply Chain close-out processes, donor audit, as required and record all deliberations on close-out and coordinate with Budget Holder, Business Support and Impact and PQ team for support
• Throughout the implementation of the contract, ensure that all award information is shared effectively with relevant staff across the organization and partners.
• Ensure that Budget Holders/ designated delegate upload all the reports, publications and documentations under the project are filed in OPAL for respective project.
• Bring major issues/ risks in current contract management to the attention of Country Director, respective Budget Holder and Country Leadership and Management Team.
• Ensure that all relevant OPA, amended agreements, proposals, budgets, reports, BACS documents, and any other related or updated information are uploaded to the OPAL General Attachments section in a timely and accurate manner before closure of contract and projects.
• Ensure Contract, project and PIP closure is carried out to a high standard and provide needful support to program managers for project closure.
• Provides support in OPAL, as country focal person, which is Oxfam’s project management platform.
• Support the Budget Process during the Annual COP Budget Planning and also the Year End process

Reporting to donors 40%

• Prepare calendar tracking donor reporting deadlines and quarterly/bi-annual/annual plan submission deadlines for donors; share; and follow up with respective team members so as to ensure timely submission of reports and plans to donors.
• Review and submit 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 working with programme/finance/logistics staff to improve understanding, visibility and clarity around donor contractual requirements, including facilitating donor monitoring and timely intervention.
• Maintain documentation of communication, correspondence or agreed action point with the donor and keep the program and finance team informed of the updated requirement and changes to ensure timely compliance.
• Coordinate with MEAL and program teams to ensure that donor reports are evidence-based, aligned with approved results frameworks and indicators, and supported by accurate data, insights, and learnings.
• Ensure donor reports are results-oriented, effectively demonstrating outcomes, impact, and system-level change, moving beyond activity reporting to capture meaningful and sustainable Signs of Change.
• Support key corporate reporting requirements, including the Oxfam One Program Report (OPR), Country Annual Report, reporting progress against the Country Results Framework, and other organizational reporting requirements.Maintain restricted funding information systems and records on donor contracts and income data on Oxfam’s internal contract management system (CRIMSON), box, shared drive and hard files, ensuring sign off ensuring Oxfam policies and procedures (e.g. appropriate sign-off for contracts and reports).

Donor compliance 20%

• Facilitate and coordinate for grant orientation sessions for new awarded contracts
• Ensure donor compliance requirements are met, enabling appropriate corrective action, such as amendments and extension requests, to be taken as necessary.
• Accountable for providing accurate and regular information on donor rules
• Ensures Budget Holders make necessary compliance checks in their respective project
• Circulates donor rules.
• Orient team members on crucial donor compliances in coordination with Contract risks management team/OGB EA and PD
• Trains partners and Oxfam teams in donor and Oxfam rules in coordination with Contract risks management team/OGB EA and PD

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  
  
  

Organisational Values

Equality: We believe everyone has the right to be treated fairly and to have the same rights and opportunities. 

Empowerment: We acknowledge and seek to expand people’s agency over their lives and the decisions that impact them.

Solidarity: We join hands, support, and collaborate across boundaries in working towards a just and sustainable world. 

Inclusiveness: We embrace diversity and difference and value the perspectives and contributions of all people and communities in their fight against poverty and injustice. 

Accountability: We take responsibility for our action and inaction and hold ourselves accountable to the people we work with and for. 
Courage: We speak truth to power and act with 

What we are looking for:

We’re looking for a candidate who cares about Oxfam's mission to end poverty and is personally aligned to our feminist principles and values of empowerment, accountability and inclusion in all you do.

An ideal candidate for the role will also be / have:

ESSENTIAL

Qualifications: Someone who is self-motivated, target-driven and at least three years’ experience in in contract management, donor reporting and/or donor compliances.

Education:       Bachelor’s degree in finance, finance, law, management or similar

Experience:

• Excellent organisational skills and ability to deliver to often tight deadlines; self-motivated and target-driven
• Knowledge of donor contractual language build preferably from past experiences from institutional donors, and understanding of their rules and regulations (e.g. DFID, ECHO, OFDA, SIDA UN agencies, EU)
• Excellent communication skills – both written and verbal (English)
• Ability to analyse questions and collect appropriate information to respond
• Good administrative and numerical skills associated with budgets and attention to detail
• Highly developed interpersonal, influencing and relationship skills
• Demonstrated organisational awareness and understanding of knowledge management
• Ability to use Word, Excel and PowerPoint to intermediate level
• Commitment to Oxfam’s mission and values

Essential criteria an individual needs to be able to deliver the role you can read more about here 

• Self-Awareness
• Decisiveness
• Relationship building

Desirable

• Existing understanding of Oxfam’s fundraising and contract management system and procedures
• Sound project planning skills and understanding of Programme Cycle Management in emergencies and/or development environments.
• Blended knowledge of both financial and legal compliances in the country
• Familiarity with one or more of Oxfam’s key operational sectors (WASH, Livelihoods and Food Security, Gender Justice, DRR)

We offer:

We offer a competitive salary and a range of additional benefits to staff including flexible working options, generous pension scheme, annual leave, additional leave allowances, company sick pay, life assurance and a range of other benefits. 

From the day you join Oxfam we invite you to stretch and learn in your role. Our wide range of Learning & Development opportunities includes in-house courses, e-learning modules, on-the job learning opportunities, coaching and mentoring, and much more. 

You can read more about all Oxfam has to offer here.

Flexfam:

We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you.

How to apply:

As part of your online application, please upload your up to date CV and Cover Letter explaining your suitability against the essential criteria in the job profile.  

Our values and commitment to safeguarding

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 committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. 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.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

About us

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of international confederation of 21 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries. 

A thriving diverse Oxfam:

It’s people power that brings about change. To play our part as a global organisation working to overcome poverty and inequality, we need equality, diversity and inclusion across our community of staff, partners and volunteers. Together, we’re committed to becoming a more diverse workforce, better able to tackle the global challenges that face our world today.

To do that:

• We need to dismantle the unequal power structures that exist everywhere, this including Oxfam and the wider development and charity sectors.
• We need an inclusive Oxfam where everyone can bring who they are to our work and feels celebrated for the differences they bring.
• We want and need everyone, and that means we need you.