Administration Intern – Oxfam Great Britain

Admin, Secretarial and Clerical, Business and Administration, Warehouse, Supply Chain and Distribution

Oxfam Great Britain

Oxfam is an international confederation of 17 organizations working together with partners and local communities in more than 90 countries.

One person in three in the world lives in poverty. Oxfam is determined to change that world by mobilizing the power of people against poverty.

Around the globe, Oxfam works to find practical, innovative ways for people to lift themselves out of poverty and thrive. We save lives and help rebuild livelihoods when crisis strikes. And we campaign so that the voices of the poor influence the local and global decisions that affect them.

In all we do, Oxfam works with partner organizations and alongside vulnerable women and men to end the injustices that cause poverty.

About us

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s rights activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers, and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of the international confederation of 21 organizations working together with partners and local communities in the areas of humanitarian, development, and campaigning, in more than 90 countries. 

Our values and commitment to safeguarding

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct; and committed to promoting the welfare of children, young people, adults, and beneficiaries with whom Oxfam GB engages. 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.

he post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter-Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse, and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

Since the early 1970s, we have been working to address the underlying causes of poverty and marginalization by focusing on developing sustainable livelihoods, providing water and sanitation, agriculture, climate research, gender, and humanitarian issues.

OVERVIEW (Support Team)

The Business Support team is accountable for ensuring that all business procedures (Finance, Human Resource, Supply Chain and IT) are adhered to and implemented in a manner that is compliant with Oxfam policies, standards and procedures.

In particular, the Administrative & Supply chain Team will provide professional, business-focused support for logistics, utilizing proactive solutions-based approaches to resolve issues and ensuring that operational business requirements are effectively managed in order to deliver organizational results and help achieve program objectives. 

ROLE DESCRIPTION

Working directly with the Administrative team, as well as indirectly with partners, internal departments, suppliers and other stakeholders. 

Specific responsibilities

Administrative Management:

• Receive visitors and calls, handle their inquiries, and direct them to the appropriate persons according to their needs with a positive, helpful attitude, proper communication, and updated visitors’ list tracker.
•  Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals if any.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Ensures timely reception and transmission of any project correspondence and circulation and information sharing to staff.
•  Ensure timely procurement of contingency airtime for visitors.
• Performs photocopy, scan, and other related activities.
•  Issues outgoing letters in a required manner.
• Responsible for the incoming and outgoing correspondences of the office and Framework agreement, locate/file, and/or replay as required.
•  Maintain scheduling and event calendars and responsible to arrange both in-house and external events including social events and handling urgent cash purchases such as ordering food, drinking water etc.
• Ensure making all flight, accommodation and shuttle service arrangements to all staff and guest/visitors.   
• Support on Oxfam ET Office premises safety and smooth running.
• Follow up regularly and informing the domestic staff to refill the water dispenser jar, having enough drinking glass, toilet utensils like toilet paper, soap….
• Ensure timely settlements of flight, taxi, accommodation, and legal service payments.
• Work closely with HR and Share an updated list of contacts to all staff monthly as and when updates are made, follow up with Ethio Telecom on the package issues every month.

Supply management:

• Assist the supply team with dispatching tender documents and terms of reference, and sharing signed contracts with the field team and others stakeholder.
• Facilitate supplier payments in the absence of the Supply team
• Maintain an appropriate record of all procurement activities, decisions, and contracts the process is accurately documented for the purposes of accountability and auditing.
• Proactively and effectively support with the supply &logistics team (procurement, fleet, warehouse).
• Establishing and maintaining ethical, professional relationships with suppliers and staff.

The required qualifications are:

• A bachelor’s degree in Business administration , or any other field that can add value to the position.

·       Newly graduated students without any experience. The internship program is also open to master’s degree holders who are interested in working as interns.

·       Strong communication and writing skills.

·       Experience using computers and Microsoft Office applications

·       Ability to work in a team environment as well as independently.

·       A desire to analyse data and a high level of attention to detail.

·       Excellent planning and prioritization abilities.

·       Self-motivated, dependable, and a good problem-solver.

·       Ability to work effectively in a diverse team

·       Willing to work additional hours when necessary.

How can the Intern benefit from this role?

You will have the opportunity to gain skills and experience in the following areas:

·       Solid Admin, logistics and supply chain management experience.

·       Expertise in the use of digital supply chain tools and logistics systems with an emphasis on applying theoretical knowledge to real-world applications.

·       Learn how to communicate with different stakeholders in the supply chain.

·       Learning opportunity for fleet management and report preparation.

·       Opportunity to work with a diverse group of people

Contributing to Oxfam’s goal of ending poverty and suffering

As per the organization scale

Lien