Program Admin Officer – Oxfam Retour vers les opportunités

Oxfam Country Program within the Middle East
“Program Admin Officer”

Job Description

Oxfam’s vision is a just world without poverty: a world in which people can influence decisions that affect their lives, enjoy their rights, and assume their responsibilities as full citizens of a world in which all human beings are valued and treated equally.

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 committed to 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.

• Type of Contract: Full time; 40hrs/week
• Annual Salary & Benefits: Local contract; according to Oxfam salary scale and HR policy & conditions in Tunisia
• Starting Date: Soonest possible
• Reporting to: Head of Programs

Team purpose

To ensure and apply effective and efficient administrative support to the country office’ program and program team in full compliance with and adherence to Oxfam, national laws and donor requirements.

Job Purpose – Key Responsibilities and Accountabilities:

• Program / Partners Administration:
  • Ensure all program and partners details are properly filed in on all Oxfam related data outlets; Adobe, Ramon, Yosas, etc.
  • Arrange and monitor the administrative processes of the Program and externally funded projects, in line with Oxfam procedures and back donor requirements. Regularly distribute overviews (reports that are due and should be assessed, etc.)
  • Provide regular updates to the relevant staff members on the processes’ status.
  • Prepare, in the framework of the project cycle of Oxfam or requirements of the back donors, documentation and correspondence such as approvals, contracts, letters of transfer, reminders and letters of rejection.
  • Oversee and support the maintenance of all program and partner portfolio files.
  • Organize and document the team weekly and other internal meetings; develop agenda, send out reminders, distribute minutes and provide follow up.
  • Maintain updated and efficient filing system for all programs and partners documents such as communication and contracts.
  • Maintain and update the CO partners map, in collaboration with the program team.
  • Over time, become an adobe trainer and provide training and support to all relevant staff on Adobe & Project Cycle.
  • Facilitate the regular update of the country office communication materials; 1 page with summary and a larger (catchy) folder for even more interested third parties (including donors) with program details.
• General Administration:
  • Maintain the CO calendar and work plan, ensure regular update with all team, and circulate.
  • Improve and maintain the filing system (including the electronic system on “box”) and file correspondence related to Administration and ensure that the office records are kept up to date.
  • Under the direction of the CD and/or the security focal point, ensure that the ‘Welcome’ packs, Security Management Plan, maps, emergency contact list/s, etc. are kept up to-date and sent to relevant stakeholders and visitors on time and effectively.
  • Facilitate all CO program related correspondence and, when needed, endorsing all external letters, certificates, credentials, invitations, etc. in coordination with the Procurement and Logistics Officer.
  • When needed, support all none-Tunisian staff (including internationals) recruited by the CO or temporarily based in Tunis in managing their logistics relevant to obtaining residency cards and work permit waiver.
  • Facilitate visa acquisition and travel arrangement in coordination with the Procurement and Logistics Officer.
  • Contribute to the induction of and on-going support to any staff member recruited by the CO, and provide support to program staff, as needed.
  • When possible, ensure the induction, training and mentoring of all CO staff on Adobe & Project Cycle.
  • On-going commitment and contribution to creating a professional atmosphere and ensuring and maintaining well organized and secured files and archives.
  • Perform any additional tasks in relation to the CO general administration requested by CD and/or PM.

Key Attributes:

• 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.

Organizational Values:

• 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.

This job description may be modified in accordance with the activities or the evolution of operational needs.