Grants Management Officer (Temporary)

Oxfam America•Boston, MA

About The Position

The Grants Management Officer provides temporary coverage coordination, administrative, and professional support for multiple Oxfam America subgrants, primarily to other Oxfam entities, including country teams and affiliates. The assignment is expected to last approximately 5–6 months. The role supports timely and accurate transfers of restricted donor-funded project funds for Oxfam confederation programs, broadly restricted endowment spending subgrants, and unrestricted subgrants to Oxfam countries, regions, and southern affiliates. The position drafts budget change forms, tracks spending and workplan progress, provides administrative support, and helps facilitate learning across projects and organizations. The role coordinates with Resource Development donor account managers; Oxfam country and regional teams, affiliates, and partner project, finance, and MEAL staff; OUS Program staff and Finance; and, as appropriate, external auditors, consultants, and other actors. It builds relationships among teams involved in grant implementation, serves as a liaison to identify implementation issues and coordinate corrective action, and works directly with program teams to keep deliverables on schedule. The position is expected to remain current on relevant professional standards, trends, and issues; collaborate effectively in a multicultural environment; and contribute to a team-based, problem-solving work culture. It requires commitment to Oxfam America’s mission and values, gender justice, racial equity, diversity, safeguarding, and a safe environment for staff, partners, and beneficiaries.

Requirements

Advanced degree, or an equivalent combination of business administration, public affairs and policy, project management, training or education, and experience.
Four to six years of demonstrated experience in results-oriented project coordination and/or relevant administrative support, including project management, planning, budgeting, facilitation, and program coordination.
At least two years of project management experience.
Fluency in English.
Ability to develop and maintain external relationships through remote interaction.
Good judgment, initiative, and ability to anticipate problems and follow through with confidence.
Excellent interpersonal and written communication skills and attention to detail.
Ability to organize and prioritize work, manage multiple demands, and meet deadlines in a fast-paced environment.
Understanding of finance and budget development, monitoring, and tracking involving development assistance and project budgets.
Interest in or commitment to international development, human rights, and/or social justice issues.
Familiarity with web and information technologies that facilitate communication, information sharing, project management, and financial management.
Ability to work effectively and collaboratively in a multicultural environment and treat all persons with dignity and respect.
Commitment to Oxfam America’s mission, values, and goals, including gender justice, racial equity, diversity, and safeguarding.
Employment offers are contingent upon satisfactory references and appropriate pre-employment checks in line with Oxfam America’s Safeguarding Policy.

Nice To Haves

Ability to communicate in French or Spanish.
Experience working in developing countries and/or with developing-country NGOs.
Experience with donor requirements, particularly those of the US foundation market.
Experience with Oxfam America grant management systems and processes.

Responsibilities

Prepare work orders within applicable OUS financial systems.
Draft monthly budgets for each project’s work orders for review and upload by Finance, ensuring funds are available for applicable teams in OUS systems.
Manage funding transfer processes from OUS to partners through sub-awards, including drafting and processing grant agreements, establishing partner reporting requirements and disbursement schedules, and requesting disbursements from Finance as appropriate.
Ensure partner workplans and budgets comply with donor rules, restrictions, and expectations and OUS standards, policies, and practices, and ensure these requirements are reflected in sub-award agreements.
Work with partner teams to ensure they understand the conditions, expectations, and ways of working established in sub-award agreements and other channels.
Monitor implementation progress and compliance for grants and sub-awards throughout the project life cycle, including financial monitoring and workplan progress checks through scheduled or unscheduled calls, internal and donor reporting, and other applicable methods.
Establish and use an early-warning system to monitor, detect, and manage compliance risks, or support OUS management of those risks.
Work with implementing teams, donor account managers, the Associate Director of Award Management & Compliance, and others to flag potential compliance issues and make necessary adjustments to budgets, schedules, and implementation plans.
Support donor account managers in communicating necessary changes to donors and processing amendments to sub-award agreements.
Support implementing teams and donor account managers in compiling donor reports and other deliverables.
Organize regular check-ins with implementing teams and other stakeholders.
Share developments and stories from the work with relevant teams for fundraising, donor cultivation, stewardship, communications, institutional learning, and related processes.
Create appropriate internal and external communications products, such as newsletters and internal blogs.
Support strong knowledge management systems, making information products accessible and ensuring IFP understands programming lessons learned for future proposal development.
Help grants managers and approvers use the Oxfam Partnership Platform (OPP), troubleshoot user issues, and use administrator privileges to make grant changes as needed.
Provide hands-on training to new grant managers and OPP users.
Perform other administrative and support functions as needed and respond positively to urgent needs.
Build relationships and coordinate across Program, Resource Development, Finance, country program, policy, and administrative teams involved in grant implementation.
Serve as a liaison among involved teams, identify implementation issues, and work with relevant teams to develop and implement corrective actions.
Coordinate directly with program teams on the ground to ensure deliverables are met on schedule.
Review, compile, and revise program and financial reports with involved teams to ensure quality and accuracy.
Stay abreast of professional standards, trends, and issues affecting the role and demonstrate continuous learning.
Collaborate with diplomacy and maturity, support team efficiency and process improvement, and contribute to a positive, team-based work culture.
Promote gender justice, racial equity, diversity, safeguarding, and a safe environment for staff, partners, and beneficiaries.