Administrative Officer

Description

• Job Purpose: To ensure effective and efficient Program and Administrative Support to the Country Office Program Unit and give secretarial and administrative support to the (Country) Oxfam Management Team

Duties

Key Responsibilities and Accountabilities Provide administrative support - 60%

• Prepares, in the framework of the project cycle of Oxfam or requirements of the back donor, documentation and correspondence (such as approvals, contracts, letters of transfer, reminders and [standard] letters of rejection)
• Arranges and monitor the (administrative) processes of the programmes and externally funded projects, in line with Oxfam procedures and back donor requirements, to signal deviations within the different processes and remind the relevant staff members of this
• Manages and coordinate program/ project visitors schedules, coordinating with the reception and relevant program staff
• Take minutes or actions of program/team meetings, circulates them on a timely manner
• Arranges meetings/ workshops/ events as required and prepare suitable documentation and material
• Liaises with the Office Manager for the acquisition and management of office consumables of the program/teams
• Provides administrative support during recruitment process. This includes such tasks as planning of interviews with selected candidates, following up confirmation of attendance with candidates, preparing interview venues, administering forms, booking medical examinations for staff, etc.

Document generation & management - 30%

• Manages key strategic documents, ensuring confidentiality is maintained as required
• Maintain effective program filing, archiving and record keeping systems, both paper and electronic
• Under the direction of the Program Manager or Coordinator, undertake information gathering to support programme delivery, capturing and compiling records of research and/ or studies carried out by Oxfam and/or partners
• Deals with and draft responses to internal and external correspondence, on behalf of program staff as appropriate
• Follows up on report schedules (internally and with partners)
• Provides a central knowledge repository of Oxfam’s work in Mozambique
• Write, process and file correspondence, reports and other materials, as the MIS requires

Program Information system support, advice and capacity building - 10%

• Support the use of the SAP Program database, and provides training and support on the use of the system
• Support capacity development and training activities for partners and program staff
• Work with SAP on relevant data/information entering (contracts with partners, confirmation of funds from partners and other related SAP assignments)

Requisites

• Degree in administration or relevant qualification
• Experience in a similar position
• Customer and results orientation
• Knowledge of Oxfam in Mozambique’s programs and systems
• Knowledge of the partnership approach
• Knowledge of the rights of marginalized groups (women, older people, LGBT, PLWHA, the disabled, and children)
• Fluent in Portuguese, a good command of English (writing and verbal)
• Attention to detail
• Ability to multitask
• Organisational skills
• Self organised
• Computer end user skills
• Interpersonal skills
• Management information skills
• Communication skills

Key Behavioural Competencies

• Humility: 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
• Relationship Building: 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 organisation
• Listening: 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
• Mutual Accountability: 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
• Self: We are able to develop a high degree of self-awareness around our own strengths and weaknesses
• Systems Thinking: 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 organisational decisions and actions
• Enabling: 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

Notes

• Only shortlisted applicants will be contacted
• We are committed to ensuring diversity and gender equality within our organization. Therefore, people of all gender identities, sexes, sexual orientations, races, colors, religions, cultures, abilities, etc. are eligible for this position
• Oxfam aims to attract great talent that not only fits the job but also Oxfam’s high standard of values and principles, who shares and demonstrates Oxfam’s commitment to prevent and eradicate any type of misconduct including sexual harassment, exploitation and abuse, any other type of misuse of power or lack of integrity and financial misconduct. We are committed to promoting the welfare of children, young people, and adults. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us
• All offers of employment will be subject to satisfactory references and may be subject to appropriate screening checks, which can include criminal records and terrorism finance checks, or integrity screenings/references relating to misconduct and disciplinary actions in prior employment