JOB TITLE:    Donor Contract Manager

KINSHASA

SALARY: £21,768 – £31,014 net per annum + competitive benefits

LEVEL: National Plus C2 (unaccompanied)

TEAM PURPOSE:  In full collaboration with the Country Programme team and with support from the HECA Regional / PFD Team in Oxford, raise funds for Oxfam’s program in DRC; To develop and maintain good quality and consistent relationships with donors; To lead on contract management: To effectively support program teams to develop and plan concept papers and proposals in accordance with country strategy and donor requirements.

JOB PURPOSE:; In close relationship with the long-term Programme Funding Coordinator and the finance team, the position purpose is : to develop and maintain good quality and consistent relationships with donors; to lead on contract management: to effectively support program teams to deliver all existing project donor requirements in a timely manner and at full satisfaction of the Country Management Team. Furthermore the Funding Support Coordinator will be expected to support in closing old contracts and old projects in CRIMSON through ensuring that project documents have been correctly filed and are ready for audit purposes.

Post holder reports to: Oxfam Country Director

Staff reporting to this post:  None

BUDGET RESPONSIBILITY:  None

DIMENSIONS:

• Strategic vision: contribute to strategic discussions in support to programme team for allocated donors and to the funding strategy implementation in regard to the donor contract management.
• Provide professional support, advice and training to managers/budget holders/support services in their area of responsibilities in regard to the ongoing commitments.
• Work in close collaboration with the Programme Funding Coordinator who is in charge of the country funding unit.
• Resolve diverse and sometimes complex problems related to funding and donor relationship management related to the implementation of existing programme (Old programme).
• Ensure up to date information is dispersed within the organisation in relation to upcoming opportunities in the specific portfolio.
• Apply specific technical/professional knowledge of their area from formal training and/or work experience to role and responsibilities.
• Frequent negotiation and liaison with internal and external stakeholders, influencing significant external donor relations in country and/or globally where appropriate.
• Representation in some donor meetings.
• Lead on audit processes in line with donor requirements for existing commitments.

KEY RESPONSIBILITIES:

• Managing Restricted funding

-          Effectively coordinate and oversee a portfolio of existing donor contracts to ensure compliance with donor requirements; ensure reports are of good quality and submitted on time; analyse and provide advice to staff on the funding policies and requirements of different donors, seek advice and input from affiliate HQ (donor leads) for high risk donors.

-          Working closely with the Programme Director and the Business Support Manager to monitor the strategic recharging of core costs to donor contracts

-          In partnership with the Programme Director and the Programme Funding Coordinator, on a monthly basis, analyse, monitor and produce a comprehensive report on each old contract (using the system based reports – programme funding report, scorecard, snapshot reports) implementation rate in terms of activities and budget and

-          Lead the funding process of contract closure in relationship with the MEAL Advisor in charge of OPAL Management and finance department and present in a monthly basis a report on contract closed, financial impact of contract closure, exchange rate effect…

-          Ensure sign-off of donor reports and contracts within delegations and according to agreed Oxfam processes.

-          Help prepare for audits of donor funded programs

-          Assist with the PFC, the Country FM and the MEAL to the monthly COP meeting to reconcile the system (Crimson, OPAL and PeopleSoft –GL)

• Capacity building

In coordination with the Programme Funding Coordinator and the Provincial Coordinators, ensure sufficient and permanent grant management capacity and skills of staff and partners in country to manage funding portfolio in line with recognised Oxfam and donor standards and recognition of the increase on number of reports as a result of development nature of “new programme” funding.

-          Assess and strengthen the capacity of colleagues and partner staff across the country in the planning, securing and managing of unrestricted and restricted funds through formal training delivery, coaching and accompaniment.

-          Work with programme/finance/logistics staff to improve understanding, visibility and clarity around donor contractual requirements, including facilitating donor budget monitoring and risk mitigation.

• Represent Oxfam to the donor community in country as required and maintain positive working relationships with donor agencies.

-          Represent Oxfam as required together with relevant program staff in forums, donor meetings at the thematic level, or when requested by the Country Director.

-          If requested by the Country Director, participate in any discussion with donors be it elementary at idea brainstorming level or not.

• Information management

-          Help document all lessons learned in regard to old contract management, successes to bank upon and failures to avoid in future.

-          Maintain restricted funding information systems and records on donor contracts both manually (hard files) and electronically (Oxfam systems/tools: CRIMSON and O drive).

-          Track income, request payments from donors and any necessary follow-up, process repayments and obtain any donor approvals, in line with Oxfam Funding Guidelines.

-          Provide regular management information on the status of donor contract management and targets and update monthly and quarterly regional funding reports on existing contracts.

SKILLS AND COMPETENCE:

Essential

-          Significant experience in managing donor contracts and fundraising activities, in particular from donors like ECHO, DFATD (CIDA), SIDA, UNICEF, UNDP, WFP, AFD, EU, Irish Aid, OFDA, etc.

-          Information management and IT skills with good attention to detail in order to develop and analyse donor budgets and financial reports; and to develop/maintain, and give guidance on electronic and manual contract management and reporting systems.

-          Sound understanding of Program Cycle Management in emergencies and/or development environments.

-          Strong innumeracy and financial skills, particularly in developing budgets, financial management/monitoring and reporting.

-          Good written skills with proven ability to develop and present proposals and donor reports, for both internal and external audiences.

-          High level of analytical skills and critical thinking.

-          Ability to research, analyse, and report (e.g. researching donor priorities, evaluating proposals and reports, determining match between external funding opportunities and Oxfam objectives)

-          Experience in capacity building; coaching and delivering training at an individual and group level.

-          Ability to network and represent Oxfam to donors and external institutions.

-          Highly developed interpersonal and communication and relationship skills with ability to influence external organizations and individuals.

-          Ability to manage his/her time effectively. Willing and able to adapt priorities in order to respond to changing demands.

-          Self motivated, target driven with a strong commitment to full task completion. Fluent in French and English spoken, listening, reading and writing.

-          Knowledge and experience of Oxfam’s program work and systems (Crimson and OPAL)

Desirable

• Marketing or relevant experience.
• Working in a fragile state or understanding the context
• Willingness to travel.