JOB DESCRIPTION
ABOUT OXFAM
Oxfam South Africa’s purpose is to work with others to find lasting solutions to poverty and injustice. We are an Affiliate member of Oxfam International, a global confederation of 20 Affiliates working together in more than 90 countries across all regions of the world for a just world without poverty.
CORE DETAILS
Location
Johannesburg
Level
???
Division
Management Grants & Compliance
Unit
Operations
Reporting to
Grants Manager
Staff Reporting to the Post
None
Annual budget for the post
None
All our work is led by three core values:
Empowerment. Everyone, from our staff and supporters to people living in poverty, should feel they can make change happen.
Accountability. We take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions.
Diversity and Inclusiveness. We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.
OXFAM SOUTH AFRICA’S PURPOSE
Mobilising people’s power for justice and lived freedom.
[To work at multiple levels of society for lasting solutions, challenging the systems and structures of power which perpetuate poverty and inequality, and intervene in practical ways to end suffering where needed.]
TEAM PURPOSE
The team’s primary function is to create and maintain strong and sustainable compliance governance structures that result in credibility internally and externally to both our donors and partners on the ground. These structures are informed by strong policies and procedures and led by people who embody strong ethics and commitment to excellence.
JOB PURPOSE
The Grants Officer will be a critical member of the Grants Management Team, reporting directly to the Grants Manager in support of Programs. The Grants Officer works across all programme areas, including collaborating with finance and other support functions. The Grants Officer will also serve as the grants system administrator for OZA’s partner management database and as the project support.
Responsible for the support of existing partner agreements by tracking partner agreements; preparing donor financial reports; maintaining excellent historical records; working with staff to ensure each project or program is support in partner management.
Supporting partner reviews in the field through monitoring processes together with the Grants manager. This role requires an individual who can balance strong attention to detail and analytical skills with an engaging, consultative, relationship-focused approach to working with people
KEY RESPONSIBILITIES
Partnership & Grants Management Support
Resolve initial partner related issues in relation to programming
Pro-actively raise issues in relation to Grant conditions with the Grants Manager
Monitor and highlight any possible identified anomalies on partner grants.
Prepare initial donor reports working with the Grants manager
Track partner reporting schedule
Review of partner expenditure financial reports in line with partner agreements for compliance and accuracy
Review of supporting documents/invoices in line with OZA and donor policies & procedures
Processing of partner tranche payment requests/PVR’s for finance payments
Support year-end process with coordinating accruals on partner disbursements
Provide support to Programme officers in line with partner agreements
Accompany partner support and monitoring support field visits with the grants manager
Capacity build partners in using OZA’s financial reporting templates
Monthly update of Income Schedule
Prepare donor income confirmation letters
Update and filing of donor contracts & partner contracts in MSteams
Manage donor bank income tracker/schedule in line with contracts
Backfill grants manager on absence or as and when necessary
Participate in weekly Program Team staff meetings, including provision of work-related updates
Other
From time to time, you will be required to complete tasks that fall outside your job description as per request by your line-manager
SKILLS, KNOWLEDGE, AND EXPERIENCE
Knowledge & Experience
Budget monitoring and tracking with donor reporting experience
Donor contract management experience
Proficiency in Microsoft Office – Word, Excel, Power Point and Outlook
Systems project & partner grants management experience
Data management experience, familiarity with data systems
Professional, flexible, and a can-do attitude
Essential skills for consideration include a highly tuned detail orientation and a process and system mindset
Skills
Ability to multitask ability to work across teams and individuals in a collaborative manner.
Fluency in written and spoken English
Inter-personal & communication skills
Analytical and problem-solving skills proficiency in thinking on one’s feet and arriving at solutions that benefit the organization.
Time management managing the various priorities in an effective and efficient way.
Attention to detail & deadline driven
Ability to effectively plan, organize & prioritize
Intermediate to Advanced capability on Microsoft Office.
Excellent written and spoken communication skills.
A willingness to work to strict guidelines.
Good organisational and planning skills.
Good computer and administrative skills.
The ability to work well individually and as part of a team.
Professional, flexible, and a can-do attitude
Requirements
Basic accounting with budget monitoring or project administration experience
Minimum of 2 years working experience/ exposure in Donor Contract Management environment, preferably from the NGO sector
Possess cultural awareness and sensitivity
Self-motivated with ability to work remotely
Systematic and Organized
Ability to work within a team as a positive influence
Ability to work comfortable with people at all levels.
QUALIFCATIONS
Diploma in Accounting or Business Management
Minimum of 2-3 years professional work experience, preferably with knowledge or background in nonprofits or grantmaking and/or management systems.
The job description is not incorporated into the employment contract. It is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time considering strategic developments following discussions with the post holder. The post holder will be expected to work to agreed objectives, which should facilitate achievement of key responsibilities in accordance with the performance of the review process.
Employee Signature
Date
Line Manager Signature
Date