GRANTS AND COMPLIANCE COORDINATOR

Oxfam Novib

DEPARTMENT PURPOSE:

TEAM PURPOSE: to contribute to the development and implementation of resource mobilization strategies to establish strategic partnerships between Oxfam and institutional donors to identify and develop new funding opportunities and overall compliance and grant management

JOB PURPOSE: The Grants and Compliance Coordinator lead the grants management and compliance function within the Business Development Unit (BDU) in OPT. The role oversees the management of a large and diverse grant portfolio (approximately 70 90 active projects), ensuring full compliance with donor and Oxfam requirements, strong internal systems, proactive risk management, and high-quality reporting.

The coordinator supervises the compliance team, strengthens grant management systems, and ensures effective coordination with Program, Finance, and Business Development colleagues. The postholder will lead day-to-day donor engagement and communications for designated portfolios, serving as the primary compliance focal point for institutional donors. Specifically, this includes leading routine communications and ensuring strong compliance management. While proposal development is primarily led by the Bid Development team, the coordinator contributes strategically to selected opportunities.

JOB REPORTS TO

Business Development Manager

ROLES REPORTING TO THIS JOB

Grants & compliance Officer x1 + (up to 4 direct reports upon needs - TBC)

BUDGET RESPONSIBILITY

NA

GEOGRAPHICAL SCOPE

OPT & globally

IMPACT

Internal country team, OPT and Oxfam confederation

External, Global

KEY STAKEHOLDERS

Program Teams, Support Teams, Oxfam Affiliates, Regional Team and institutional donors.

Key responsibilities

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)

1. Grants Oversight and Compliance Leadership

• Oversee grant management and compliance across all active projects in OPT.
• Ensure strong monitoring of donor contractual obligations, reporting schedules, budget compliance, and risk mitigation.
• Lead on donor reporting quality assurance (financial and narrative), ensuring timely and compliant submissions.
• Oversee contract and amendment processes, ensuring proper documentation and system updates.
• Maintain regular communication with Program, Finance, and Business Development colleagues to anticipate risks, bottlenecks, and required adjustments.
• Provide strategic compliance advice to senior management and the Business Development Manager (BDM).
• Represent the compliance function in donor communications as required and serve as focal point for selected donors where appropriate.

2. Team Leadership and Portfolio Management

• Directly supervise up to four compliance team members, ensuring clear workload allocation and professional development.
• Assign grants across the compliance team to ensure balanced portfolio management.
• Maintain a smaller portfolio of strategically important or higher-risk projects.
• Hold regular review meetings with team members to monitor progress, identify risks, and strengthen performance.
• Ensure proper project closure processes in coordination with Program and Finance teams.

3. Systems and Information Management

• Act as system focal point for grants management platforms (e.g., SAP, OPP and related internal systems), ensuring accurate and timely data entry and oversight.
• Oversee the central grants tracker, ensuring real-time visibility on project status, reporting deadlines, contract status, risk levels, and key milestones.
• Ensure structured documentation and filing systems for all grants and contracts.
• Strengthen internal grant management processes and standard operating procedures to improve efficiency and accountability.

4. Strategic Business Development Support

• Provide compliance input into new funding opportunities, particularly medium- to high-risk or complex proposals, as requested by the BDM.
• Contribute to proposal development selectively, while ensuring compliance review and risk assessment across submissions.
• Support contract negotiation and amendment processes for awarded grants.
• Ensure alignment between approved proposals, donor contracts, and internal systems.
• Participate and or lead in donor meetings related to funding opportunities and active grants as requested, ensuring compliance considerations are integrated from bid stage through to post-award management.

5. Scope and Reporting

• Leads sub-department within the Business Development Unit (BDU).
• Direct line management of up to four compliance team members.