About Oxfam

OUR WORK IN ETHIOPIA

Job details 

DIVISION: Operations

TEAM: Logistics Team

LOCATION: Addis Ababa, Ethiopia

CONTRACT TYPE: Fixed Term

GRADE C2 National                                                      

JOB FAMILY:  Property and Logistics

SALARY: As per Oxfam pay scale

HOURS: 37.5 hours per week

FLEXIBLE WORKING

We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at the interview stage

TEAM PURPOSE:

The Logistics and Supply Chain Team is accountable for ensuring that all operational procedures of Administration and Logistics are adhered to and implemented in a manner that is compliant with Oxfam policies, standards, and procedures.

In particular, the team provides professional, business-focused service on logistics, delivering proactive and solutions-based approaches for resolving issues. The team will also ensure that the operational business requirements are effectively managed to deliver organizational results and support the achievement of programme outcomes.

JOB PURPOSE:

The main purpose of the Administration and facilities coordinator is to work as part of the logistics and admin team, managing all responsibilities related to administration, Admin staff, and facilities management.

This role is responsible for ensuring quality and meeting Oxfam admin and facilities standards across the Ethiopia programme. Where appropriate, to support Addis and field logistics as well as all members of the Admin team throughout the country program; including in assessment, coaching and accompaniment. 

POST HOLDER REPORTS TO

Head of Logistics and Supply Chain Manager

JOBS REPORTING TO THIS POST

Directly, Senior Admin and Liaison officers and matrix managing field-based Admin Officers and relevant staff responsible for admin and facilities management

BUDGET RESPONSIBILITY

No

KEY RESPONSIBILITIES

Administration Management

 ·     Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, and training sessions.

·     Supervising the pipeline visa process, facilitating communication throughout HR/visitors, and developing information flow procedures to make a workplace more efficient.

·     Working with the finance and management teams to set budgets, monitor spending, and other expenses – for various supply chain, administrative, and facilities management-related tasks.

·     Ensuring the office is stocked with necessary supplies and that all equipment is working and properly maintained.

·     Overseeing special projects, construction, certification, and tracking progress towards organizational goals.

·     Coordinate with human resources and organize the guest house, accommodation, induction, R&R schedules, for existing, new, and visiting staff.

·     Outreach and reception govt public relations, guest reception, visa, work permit, etc.. and other related tasks as assigned. 

·     Coordinate with Oxfam legal advisor and ensure company legal and compliance operations as requested.

·     Responsible for proper management of outgoing and incoming letters as well as file management

·     Work with other leaders and team members in each of the departments with related activities.

·     Collecting, organizing, and storing information using computers and filing systems.

·     Communicate govt policies, regulations, and employee compliance requirements

2. Managing Staff Welfare

·     Ensure the smooth running of Oxfam office, guesthouses to ensure cleanliness, hygiene, maintenance, building, and timely provision of materials for it.

·       In collaboration with HR, ensure that Health and Safety Plan is developed for all offices (country office, field/satellite offices). Ensure the plan is reviewed and updated timely. Support teams to comply with procedures and standards within the workplace.

·       Ensure that services and goods acquired by Oxfam are up to the agreed standard staff are offered services that match the required standards and value for money.

·       Ensures provision of guest house and office consumables according to OXFAM standard.

3. Staff Management and Coordination

·       Supervising the day-to-day operations of the administrative department and staff members.

·       Ensures that team members have access to staff development opportunities, identify and addresses capacity gaps and provides ongoing counselling and support team members.

·       Oversee the life cycle of individuals within the team from pre-recruitment to exit, including proper inductions and working with on issues such as disciplinary matters.

·       Work with HR, Finance, and CLT – to ensure organizational resources are properly utilized. Plan and execute administration-related budgets and projects in collaboration with all relevant teams.

·       Engage with the program and business development team on a regular basis to track support and operational budgets. Develop a matrix for tracking multiyear, multisector, multilayer budgets to track and ensure utilization in a strategic and timely manner.

·       Coordinate with management support officer – to identify administrative and operational issues that require management input and approval – to expedite process and achieve results in a timely manner.  

4. Others

·       Ensure management of property /lease contract and track contract for renewal or termination.

·       Work with logistics officer on any property/asset related issues and work with him/her to resolve it.

·       Liaise with the country safety coordinator for any security related policies and procedures.

·       Preparing and reviewing progress reports and advice line manager

·       Leading and/or participating in meetings

·       Weekly update report and response for any audit query

·       Monthly admin and property-related narrative report

·       Perform other duties as assigned by the Logistics Manager

person specification

1. Be committed to equal opportunities: demonstrating sensitivity to cultural differences and gender equality.

2. Be willing to learn and apply gender mainstreaming, women’s rights, and diversity and inclusion across all aspects of your work.

3. Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

For this role, we have selected two of the most relevant feminist Leadership practices for this role (which you can read more about here:

1 Self-Awareness

2 Mutual accountability

3 Strategic Thinking and Judgment

EDUCATION:

·       BA Degree or equivalent from a recognized university/ in business administration, management, or any other areas that can bring an added value to the post.

·       Relevant administrative experience of 3-5 years (including, administration, liaison, management, and communications, team support) for MBA holders or, 5-7 years for BA degree holders, preferably in an international NGO like Oxfam.

·       Driving license

·       Prior INGO experience in admin and facilities management, within a complex/large scale country program

PRIOR EXPERIENCE:

·       Qualifications and/or extensive experience in management, administration, supply chain-related skills as listed above (managing supplies, assets, team support);

·       Knowledge of government policies and their compliance requirements in respect of customs, visas, work permits, health, and construction.

·       Highly developed interpersonal and communication skills including influencing, negotiation and coaching.

·       Excellent diplomacy, tact and negotiation skills, and good interpersonal and team skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.

·       Experience in management/supervisory responsibilities, including support to the development of others (including mentoring/ coaching, and team-building experience);

·       Willingness to travel up to 30% of the time to field bases

·       Ability to adjust to constantly changing situations while maintaining focus on delivery and follow-through

·       Able to work with little supervision, use initiative to a good degree, work creatively and effectively.

·       Flexibility in terms of travel and working hours.

·       Willingness to travel including medium/high-risk areas