Associate Director, Award/Grant Management and Compliance

Company Description

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Job Description

TITLE: Associate Director, Award Management and Compliance

LOCATION: Boston, MA

DEPARTMENT: Finance

REPORTS TO: Chief Financial Officer

DIRECT REPORTS: Senior Financial Analyst, Grant Coordinator

COORDINATES WITH: Finance team, Program teams, Institutional Fundraising & Partnerships team, Technology & Information Management team, external auditors

PURPOSE OF POSITION:

The Associate Director of Award Management and Compliance has direct responsibility for managing the Oxfam America Finance team and processes that enable the organization to manage its restricted funds from awards ad appeals in a timely, effective, and efficient manner. The position also plays a key role in stewarding the unrestricted sub-grants, jointly with Program divisions.

This includes ensuring that award set-up, budgets, sub-awards, and financial transactions are entered and updated in the organization’s systems on a timely basis, so that key stakeholders in all departments have timely access to accurate and complete award and finance information, and that accurate donor reports are submitted on time. 

The Associate Director will develop and maintain restricted award and sub-award management that are consistent with donor regulations and policies, streamline and document processes, serve as a subject matter expert for systems development and enhancement, build capacity, mentor, and coordinate closely with staff and management of all departments raising or utilizing restricted funding.

The Associate Director will also be a key contributor and stakeholder in updating and finetuning the organization’s policies and processes covering unrestricted operational program grants to other Oxfam Affiliates and partners, in particular with regard to financial controls and reporting.

This is a critical and challenging position with global reach, developing effective communications with stakeholders both in Oxfam America and peers in other Oxfam International (OI) entities and partners. Oxfam America desires a significant advancement of its award management processes which will require extensive relationship building, trouble shooting and problem solving in the first few years.

PRIMARY RESPONSIBILITIES:

Staff and Team management

• Provides oversight and leadership to the Awards Management Team and actively participates in the Finance Department’s senior management team.  Collaborates and coordinates with other staff and ensures fluid and timely communication.
• Provide direct supervision to Senior Financial Analyst(s) and Grant Coordinator, including and ensuring regular feedback sessions, performance reviews, leading, motivating, coaching, problem resolution, support, and professional development opportunities to nurture a high-functioning team, as appropriate.
• Assesses staffing requirements for the award management function, taking into account fluctuations in the restricted funds’ portfolio and grant management needs.
• Leads hiring, developing and termination of direct reports and proactively manages staff performance.
• Participates in hiring and overseeing the work of grant managers in Oxfam program teams and provides periodic feedback on their performance.
• Ensures that roles and responsibilities of staff involved in award and subaward management are well defined; assigns tasks and manages workload for direct reports and coordinates closely with managers of other teams with embedded program finance functions to ensure organizational effectiveness across all departments.
• Ensure the team provides a strong customer service orientation toward managers, colleagues within Finance, and other stakeholders responding to requests promptly, anticipating others’ needs, and collecting feedback for meaningful continuous improvement of FP&A products and services.

Policy development and process streamlining

• Develops and maintains Oxfam America’s award and sub-award management policies in coordination with other members of the Finance SMT and key stakeholders in the Program and Fundraising departments. Ensures that these policies are consistent with the overall Oxfam International policy framework and donor regulations and policies, and that key decision criteria and approval requirements are clearly defined.
• Jointly with key stakeholders from Program, Fundraising and TIM, streamlines and documents the end-to-end award and sub-award management processes for unrestricted and restricted funding, including specific guidance for the management of emerge