Grant Management Coordinator
Company Description:Oxfam is a global organization that fights inequality to end poverty and injustice. We offer lifesaving support in times of crisis and advocate for economic justice, gender equality, and climate action. We demand equal rights and equal treatment so that everyone can thrive, not just survive.Job Description:COORDINTES WITH Oxfam Country, Cluster, and Regional offices; Oxfam America (OUS) Regional Leads, Program staff, and Finance, Technology & Information Management, Human Resources, and Resource Development teams; and as appropriate, external auditors, consultants, and other partners.PURPOSE OF THE POSITION The Grant Management Coordinator plays a central role in coordinating and supporting Oxfam Americaâs grants management processes across various teams, and ensuring that grant practices, systems and workflows run smoothly and consistently across the organization. The role also provides operational support for the Oxfam Partnership Platform (OPP) grants management system including user assistance, troubleshooting, and ongoing system enhancements.PRIMARY RESPONSIBILITIES Grants Management Coordination:
â˘Coordinate sub-grant and contract management processes, including drafting and processing partner agreements, awards, and contracts, in close coordination with Finance, Human Resources, Program Leads, Regional Leads, country, cluster, region teams, and/or other partners.
â˘Work closely with partner teams to ensure full understanding of all conditions, expectations, and ways of working established in Oxfam partnership agreements and/or partner support awards.
â˘Review partner program and financial reporting, record in appropriate systems and files, and update disbursement schedules based on reporting as needed.
â˘Support grants-related data collection and generate and disseminate reporting for the Grants Management Hub, Finance, Strategy & Insights, and Policy & Practice.â˘Assist with audit-related request and coordination by providing required documentation, system data, and clarifications.
â˘Perform other grants administration and support functions as needed.Oxfam Partnership Platform (OPP) Support and Coordination:
â˘Support grants managers and approvers across OUS in using the Oxfam Partnership Platform (OPP) grants management system through proactive user engagement, trouble-shooting issues, and applying administrator privileges to process grants updates (amendments, disbursements, refunds, data entry/review, etc.).
â˘Actively coordinate between OPP users and the technical team on technical issues, continuous enhancement requests, and user acceptance testing.
â˘Contribute to updating and maintaining accessible policies, user guidance, and training materials, and creating and managing user communication channels.
â˘Direct new grants managers and OPP users to training materials and provide additional training support as needed.POSITION EXPECTATIONS â˘Demonstrate Continuous Learning: Stay current with professional standards, trends, and tools in Grant processes, systems, and reporting.
â˘Collaborate Across Teams: Work effectively in a collaborative, multicultural, and hybrid environment, fostering a problem-solving culture.
â˘Center Equity and Justice: Apply an understanding of gender justice, racial equity, and inclusive practices to grant management.
â˘Promote a Safe and Accountable Culture: Upholds Oxfamâs safeguarding standards and contribute to a safe, respectful, and secure workplace. Ensure grant agreements, regulatory requirements, and compliance practices are consistently followed.
â˘Supports User-Centered Solutions: Brings a service mindset to grant management, focusing on user needs, accessibility, compliance, and continuous improvement.
â˘Travel and Work Schedule Flexibility: May require occasional travel for organizational training and retreats. Minimal travel expected.Qualifications:EDUCATION â˘Some college or advanced studies preferred, including certifications in related field(s), or a combination of education and experience.EXPERIENCE AND CORE COMPETENCIES â˘A minimum of 3 years of relevant work or experience in grants management and systems.
â˘Demonstrated ability to effectively and efficiently manage multiple tasks and complex logistics in a high-pressure environment.
â˘Excellent verbal and written communication and inter-personal skills.
â˘Ability to anticipate, coordinate and facilitate activities with colleagues.
â˘Excellent organizational skills and attention to detail.â˘Ability to handle sensitive and confidential situations with diplomacy.
â˘Comprehensive knowledge of Microsoft Office Suite, including a high level of comfort with Microsoft Outlook (or a similar application).
â˘Experience working with a diverse team of individuals in different time zones.
â˘Able to work effectively in a networked and matrix structure, demonstrating good leadership and good âfollowershipâ as needed.PREFERRRED QUALIFICATIONS â˘Experience in an issue-oriented non-profit organization or in an international development organization.Additional Information:Oxfam America is a Gender Just organization and an equal opportunity employer. We welcome all qualified applicants and do not discriminate on the basis of race, color, gender, national origin, age, religion, creed, disability, veteran status, sexual orientation, gender identity, or gender expression. We provide reasonable accommodations to applicants with disabilities upon request.Safeguarding & Conduct
Oxfam America is committed to providing a safe, respectful, and inclusive workplace for all. We have zero tolerance for any form of sexual exploitation, abuse, harassment, discrimination, or misconduct. All offers of employment are contingent upon satisfactory references and appropriate preâemployment checks in line with Oxfam Americaâs Safeguarding Policy. As a participant in the InterâAgency Misconduct Disclosure Scheme (MDS), we may request information from previous employers regarding findings or investigations related to SEAHârelated misconduct.Recruitment Fraud Warning
Oxfam America never requests payment, bank information, or personal financial details from candidates at any stage of the recruitment process.EâVerify
We are an EâVerify employer.For more information:E-Verify Participation Poster: English / SpanishE-Verify Right to Work Poster: English | Spanish
Apply Now
â˘Coordinate sub-grant and contract management processes, including drafting and processing partner agreements, awards, and contracts, in close coordination with Finance, Human Resources, Program Leads, Regional Leads, country, cluster, region teams, and/or other partners.
â˘Work closely with partner teams to ensure full understanding of all conditions, expectations, and ways of working established in Oxfam partnership agreements and/or partner support awards.
â˘Review partner program and financial reporting, record in appropriate systems and files, and update disbursement schedules based on reporting as needed.
â˘Support grants-related data collection and generate and disseminate reporting for the Grants Management Hub, Finance, Strategy & Insights, and Policy & Practice.â˘Assist with audit-related request and coordination by providing required documentation, system data, and clarifications.
â˘Perform other grants administration and support functions as needed.Oxfam Partnership Platform (OPP) Support and Coordination:
â˘Support grants managers and approvers across OUS in using the Oxfam Partnership Platform (OPP) grants management system through proactive user engagement, trouble-shooting issues, and applying administrator privileges to process grants updates (amendments, disbursements, refunds, data entry/review, etc.).
â˘Actively coordinate between OPP users and the technical team on technical issues, continuous enhancement requests, and user acceptance testing.
â˘Contribute to updating and maintaining accessible policies, user guidance, and training materials, and creating and managing user communication channels.
â˘Direct new grants managers and OPP users to training materials and provide additional training support as needed.POSITION EXPECTATIONS â˘Demonstrate Continuous Learning: Stay current with professional standards, trends, and tools in Grant processes, systems, and reporting.
â˘Collaborate Across Teams: Work effectively in a collaborative, multicultural, and hybrid environment, fostering a problem-solving culture.
â˘Center Equity and Justice: Apply an understanding of gender justice, racial equity, and inclusive practices to grant management.
â˘Promote a Safe and Accountable Culture: Upholds Oxfamâs safeguarding standards and contribute to a safe, respectful, and secure workplace. Ensure grant agreements, regulatory requirements, and compliance practices are consistently followed.
â˘Supports User-Centered Solutions: Brings a service mindset to grant management, focusing on user needs, accessibility, compliance, and continuous improvement.
â˘Travel and Work Schedule Flexibility: May require occasional travel for organizational training and retreats. Minimal travel expected.Qualifications:EDUCATION â˘Some college or advanced studies preferred, including certifications in related field(s), or a combination of education and experience.EXPERIENCE AND CORE COMPETENCIES â˘A minimum of 3 years of relevant work or experience in grants management and systems.
â˘Demonstrated ability to effectively and efficiently manage multiple tasks and complex logistics in a high-pressure environment.
â˘Excellent verbal and written communication and inter-personal skills.
â˘Ability to anticipate, coordinate and facilitate activities with colleagues.
â˘Excellent organizational skills and attention to detail.â˘Ability to handle sensitive and confidential situations with diplomacy.
â˘Comprehensive knowledge of Microsoft Office Suite, including a high level of comfort with Microsoft Outlook (or a similar application).
â˘Experience working with a diverse team of individuals in different time zones.
â˘Able to work effectively in a networked and matrix structure, demonstrating good leadership and good âfollowershipâ as needed.PREFERRRED QUALIFICATIONS â˘Experience in an issue-oriented non-profit organization or in an international development organization.Additional Information:Oxfam America is a Gender Just organization and an equal opportunity employer. We welcome all qualified applicants and do not discriminate on the basis of race, color, gender, national origin, age, religion, creed, disability, veteran status, sexual orientation, gender identity, or gender expression. We provide reasonable accommodations to applicants with disabilities upon request.Safeguarding & Conduct
Oxfam America is committed to providing a safe, respectful, and inclusive workplace for all. We have zero tolerance for any form of sexual exploitation, abuse, harassment, discrimination, or misconduct. All offers of employment are contingent upon satisfactory references and appropriate preâemployment checks in line with Oxfam Americaâs Safeguarding Policy. As a participant in the InterâAgency Misconduct Disclosure Scheme (MDS), we may request information from previous employers regarding findings or investigations related to SEAHârelated misconduct.Recruitment Fraud Warning
Oxfam America never requests payment, bank information, or personal financial details from candidates at any stage of the recruitment process.EâVerify
We are an EâVerify employer.For more information:E-Verify Participation Poster: English / SpanishE-Verify Right to Work Poster: English | Spanish
Apply Now