Proposal and Report Writer
Proposal and Report Writer
Oxfam is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
Contract type : Fixed Term Contract
Reporting to : Business Development Manager
Staff reporting directly to this post : Non
Location : International Division, Sana’a/Aden, Yemen
DURATION : One year (with possibility of extension)
Grade : C1
To help shape, resource and implement Oxfam’s strategic and operational priorities in Yemen.
To support the Yemen country programme funding and contract management needs by contributing to the realisation of the country operational strategies. This will be achieved by working with Programme, Finance, and other staff to produce high quality project proposals and donor reports that are accurate, informative, and meet donor requirements. The post will be based in Sana’a, with extensive field travel, and possible relocation to Aden. The post-holder will be managed by the Business Development Manager, with support from other Funding and country programme staff.
The post-holder will contribute to: a) identifying new project funding opportunities, that they are shared, discussed, and, when relevant, developed. b) support funding and programme teams to meet donor contractual requirements through the development and alignment of quality project reports; c) that project proposals and donor reports are prepared on time and are of acceptable quality; and d) to work with colleagues to organise project design, inception and close-out workshops. The role will also facilitate the capacity building of programme and other staff in proposal writing and donor reporting.
- Generate interest and follow up among programme teams for the development and submission of quality project proposals to donors, outline project proposal requirements, and manage submission schedules.
- Facilitate project proposal development workshops, to include conceptualising the problem statement, log- frame development, completing the narrative, and budget drafting.
- Coordinate with Finance and Programme staff to produce project budgets that align with proposal narratives and logframes, and that all relevant activities and support functions are costed.·
- Uses Oxfam’s contract management and information systems as tools for managing project proposal submissions and subsequent contract compliance.
- Generate, circulate, and follow up on donor reporting schedules on a regular basis.
- Maintain a log that reflects donor communications, e.g. phone calls, meetings, and other relevant project- related information.
- Be guided by colleagues to be compliant with processes in relation to researching information for project proposals and preparing reports, in coordination with Programme staff.
- Coordinate plans and activities with the Funding, Programme, and Finance teams.
- Attend donor and other relevant meetings as may be required.
- Ensure that donor requirements related to project implementation are shared with programme and finance teams, and that the Logistics Team is aware of relevant procurement processes.
- Advise program, finance and logistics staff on the delivery of project activities as detailed in project proposals.
- Support the review and sign-off of proposal submissions including expressions of interest, concept notes, proposals, reports, and other correspondence according to Oxfam processes
- Engage with Programme, Finance, and other staff to build staff capacity in preparing project proposals and producing timely and complete donor reports.
- Supports the Funding Team on the review, feedback, and submission processes of developed proposals and reports, ensuring consistency, accuracy, clarity, and timeliness.
- Supports the Funding Team with donor communications regarding proposal preparation, meeting information requests, and concerning project level amendments.
- Supports the Funding Team to collaborate with finance and programme staff to ensure that information variances are rectified in a timely manner.
- Engage with staff at all stages of the project cycle for developing skills to produce quality project proposals, and accurate donor reports against project progress, including capturing impact and learning.
- Work with Managers on proposal/report capacity assessments/trainings for staff and local partners.
- Coordinate with colleagues on delivering contract start-up workshops. With relevant staff, review partner budgets, activity plans, and partnership agreements to ensure that information meets with project requirements
- Eager and required to adhere to Oxfam’s principles and values (click here) as well as the promotion of gender justice and women's rights (click here).
- Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles.
- Fluency in spoken and written English, with appropriate higher level qualifications.
- Demonstrable writing and conceptual skills.
- Able to collaborate with technical teams to develop project proposals for institutional funding.
- Ability to support country programme staff to produce coherent and logical project documents.
- Ability to work within a multicultural, multilingual, multidisciplinary, and insecure environment.
- Good English communication skills, with ability to analyse, synthesise, and communicate complex issues.
- Appropriate computer skills, including various office applications and internet navigation.
- Experience of capacity building, including coaching and training at individual and group levels.
- Ability to manage time effectively, and adapt priorities to changing demands and tight deadlines.
- Understanding of and commitment to crosscutting issues, e.g. gender/protection.
- Ability to interpret donor requirements and underlying policy aims.
- Ability to make effective, timely decisions and take prudent risks.
- Knowledge of institutional donors, e.g. DFID, ECHO, SIDA, DEC, and UN agencies.
- Familiarity with decision-making processes, including budgeting, donor protocols, and communications.
- Arabic language skills.
- Knowledge and understanding of the Middle East.
- Knowledge and understanding of Oxfam’s WaSH and EFSVL programs in emergencies.
- Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.
- Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.
- Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible.
- Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions.
- Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen.
- Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.
Key Behavioral Competencies (based on Oxfam’s Leadership Model)
We are comfortable to make transparent decisions and to adapt decision making modes to the context and needs.
We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organization We spot opportunities to influence effectively and where there are no opportunities we have the ability to create them in a respectful and impactful manner.
We put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization.
We understand the importance of building relationship, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organization.
We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear and consider different preferences.
We can explain our decisions and how we have taken them based on our organizational values. We are ready to be held to account for what we do and how we behave, as we are also holding others to account in a consistent manner.
Agility, Complexity, and Ambiguity
We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of elements interacting in diverse and unpredictable ways.
We view problems as parts of an overall system and in their relation to the whole system, rather than reacting to a specific part, outcome or event in isolation. We focus on cyclical rather than linear cause and effect. By consistently practicing systems thinking we are aware of and manage well unintended consequences of organizational decisions and actions.
Strategic Thinking and Judgment
We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values.
We have the ability to identify and lead visionary initiatives that are beneficial for our organization and we set high-level direction through a visioning process that engages the organization and diverse external stakeholders.
We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes.
We all work to effectively empower and enable others to deliver the organizations goals through creating conditions of success. We passionately invest in others by developing their careers, not only their skills for the job. We provide freedom; demonstrate belief and trust provide appropriate support. We give more freedom and demonstrate belief and trust, underpinned with appropriate support.