JOB TITLE: Office and Administration Assistant DIVISION / DEPARTMENT / LOCATION: International, Southern Africa Region, Harare Zimbabwe JOB FAMILY: Business Services SALARY: National LEVEL: E1 OXFAM PURPOSE: To work with others to overcome poverty and suffering ROLE PURPOSE: To manage the provision of all asset and office management, administrative and travel activities delivering a superior, cost effective level of service REPORTING LINES: Reports to: Logistics and Administration Officer Staff reporting to: Nil internally but required to supervise external staff/service providers like but not limited to the office cleaning staff, guesthouse staff, casual staff and others should additional needs arise. Works with: All country staff, visiting OGB staff, a range of external individuals (including sub-contracted office cleaners, guest house attendants, office and security guests) and various organisations BUDGET RESPONSIBILITY: nil DIMENSIONS: • Most tasks are routine with well-defined targets and/or minimum standards, but requires flexibility and common sense in making necessary adjustments to suit individual circumstances • Solves basic problems, which have some variety, and takes decisions based on a range of possible options • Instances and occasional work activities require independent thought and research to recommend best solution • Represents Oxfam as first point of contact for external visitors and contacts. • Use a number of information sources to inform individual and group decisions • Communication and influence is primarily internal, but with some external contacts • Manage team members, ensuring service delivery meets expected quality standards and value-add expectations • Contribute to the development of improvements to the department’s services, procedures and systems • Work in an environment that is politically and potentially physically insecure, with a high risk of humanitarian crises. KEY RESPONSIBILITIES: Management of the Reception/Front Office area: 20% of role • Professionally and effectively manage the telephone switchboard, providing a prompt, pleasant and professional service when receiving and directing calls and taking messages. • Report related faults to Telone and organise repairs promptly with minimum disruptions to operations. • To monitor people who enter and leave premises at all times • Screening of visitors before they see staff • Welcome and assist all visitors to the office; ensuring that they are properly looked after whilst on Oxfam premises, which may include providing refreshments as requested • Receive and distribute incoming mail and collect and prepare outgoing mail. Ensure efficient and effective circulation of documents/messages to staff • Reconciliation of utility bills and facilitate the payment processes always ensuring timely service provider payments Travel, Conference/Trainings, Accommodation Support and Logistics/Procurement Activities 30% of role • Provide efficient travel support services including flight bookings, transport and accommodation services to staff and visitors coming to the country office (including accommodation, travel arrangements, travel visas, welcome pack, security guidelines etc) • In close liaison with the security leads and Logistics/Administration management, ensure travellers/Visitors are provided with the relevant information (such as security guidelines, welcome pack, accommodation and pick up details) in advance of their travel and ensuring that people travelling are aware of who to contact in case of an emergency • Assist and/or manage the arrangement of meetings, conferences, project tours, training sessions and other similar functions. Take minutes of BST and other meetings as may be required. • Work with the Human Resources Officer/Assistant and the Logistics Assistant Transport to ensure that newly arrived staff are provided with appropriate support and assistance whilst they establish themselves • Facilitate the provision of airtime/cellphone(s), floats and perdiems for incoming staff and visitors • Keep an accurate record of any office support monies provided and returned in line with standard financial policies & procedures • Facilitate related conference/training procurement support, bookings and payment processes in line with the set procedures • Handle the administration/core budget related procurements processes for goods and services in line with the set Logistics and purchasing systems. Office, Guesthouse and Contract Management: 30% of role • Manage the operation and ongoing maintenance of the general office; ensuring that all aspects are fully functional at all times to support staff undertake their work. • Ensure the office layout and work areas are monitored and reviewed when necessary keeping the office clean and presentable at all times. • Quickly respond to and resolve any administrative problems and issues which staff may be experiencing • Ensure that office supplies and consumables are properly ordered, stored and distributed. Work closely with the other team members regarding the purchasing and payments for supplies, regularly reviewing costs to ensure the best deals for Oxfam • Attend and investigate reports of missing items in the office and guesthouses timeously. • Advise management on any office security threats or shortfalls • Stay up to date with organisational policy and procedures relating to administration and ensure that staff are informed of any changes. • Manage all issues related to the rental arrangements of Oxfam premises, both office and guesthouse. This includes lease negotiations, rental payments, changes and repairs to premises and regular contact with landlords regarding property management issues. Additionally this includes the management of sub contracted companies like the cleaning services, among others. • Manage the arrangements for the provision of utility services, such as electricity, water and rates to the office and guest house premises, Review and reconcile the monthly statement of mobile phone costs, back charging personal calls to staff • Perform some elements of statutory compliance relating to the office (e.g. to display the PVO certificate at the reception areas of all offices) • Develop and maintain an efficient filing and archiving system, so that all manual records are properly filed and are easily accessible when needed. • Ensure that documentation is kept in accordance with legal requirements and documents are properly kept and archived in accordance with Oxfam standard policies. • Contribute to the preparation of budgets related to the office administration function. • Ensure the safety and health aspects of staff at the office and guesthouses are well covered. • Be aware of and understand programme activities so that the provision of general administrative services are proactively delivered to the entire Country Programme. • Manage the Oxfam guesthouse(s), ensuring they are fully operational and provide comfortable and secure stay for visitors. This includes contract management with the owners as well as day-to-day management of the Cleaners, security guards and gardeners. • Assist and/or manage the arrangement of meetings, conferences, project tours, training sessions and other similar functions. • Regularly provide input and updates for review of the contents of the Welcome Pack and obtain updated Security Guidelines from the security focal person on a regular basis. • Timely produce regular Administration management reports • Management of Administration related service providers/contractors including but not limited to office cleaning company, security company among others Asset Management : 10% of role • Manage and maintain an up to date inventory of all Oxfam assets (including fixtures, furnishings, and mobile phones). • Work closely with the IT, procurement teams & others to ensure all assets are accurately recorded, registered in Helios and tagged. Complete a quarterly/bi annual inventory of assets & regular asset tracking & movement verifications. • Ensure that assets are returned, transferred and disposed in accordance with Oxfam requirements • Ensure all basic office equipment (photocopiers, fax machine, printers) is fully operational, particularly in relation to paper supplies. Quickly resolve technical problems or breakdowns (support the IT officer for IT equipment problems) • Working with the Logistics and Administration Manager to ensure that cost efficiency is maintained in the usage of assets General Business Support: 5% of role • Provide a range of office administrative support services to the Office, including filing, typing, creating standard correspondence, responding to general queries, sending/receiving of faxes • Provide cover for other Logistics and Admin. roles as and when required. • Take part and be responsible for the related asset management processes in close liaison with line management, logistics and Finance • Provide advice and assistance to partner organisations, as part of their capacity building on Office and administration aspects as & when required • Actively participate as a member of the Logistics Team and the wider Business Services Team contributing to organisational strategy development, implementation and achievement. Create an effective interface with other team members to ensure an integrated service is provided to the organisation • Any other duties as may be required ESSENTIAL SKILLS AND COMPETENCE: • Significant knowledge and experience of office administration including basic procurement knowledge/skills for related operations/tasks • Strong understanding and experience in asset, travel and accommodation management • Strong numeracy skills and experience using a computerised management information system, and good computer skills (Excel, Word, Email) • A critical focus on providing a superior service level to managers and staff and delivering agreed results within time and budget constraints and to expected standards • Strong organisational and personal management skills, with ability to work in a team & under pressure, ability to prioritise work to be meet deadlines and adjust to constantly changing situations while maintaining focus on delivery and follow-through • Good planning skills • Good analytical and conceptual thinking skills with a proactive approach to identifying and resolving problems and suggesting improvements. Strong attention to detail • Excellent personal communication skills, in written and verbal English. Good influencing and persuasive skills with ability to build strong, credible relationships with internal and external individuals and organisations • A high level of self-awareness, initiative, sound judgement, personal energy and flexibility • Ability and willingness to work extra hours as necessary • Relevant qualification in administration, logistical or business management is desirable • Proven experience as a team worker and demonstrably cooperative with members of other teams, responding quickly and accurately to queries and issues • Experience working with external contractors and suppliers, with good influencing and persuasive skills and ability to build and maintain strong working relationships and represent Oxfam in a professional and competent manner • Strong people management abilities, able to manage and develop other people’s professional standards and potential • Commitment to Oxfam’s overall aims and policies and experiences of promoting gender equity and diversity and the interests of marginalise people in all aspects of Oxfam’s work. Kindly follow this link on the intranet to view and apply for these positions https://jobs.oxfam.org.uk/ and quote the reference for the position.
Posted on: Fri, 21 Mar 2014 17:51:59 +0000
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