Country: Somalia
Closing date: 16 May 2017
Oxfam is convinced that people have the power to end poverty. All they need is an opportunity. Oxfam is committed to make sure everyone gets that chance. That is why we support local projects in developing countries, why we lobby governments and companies to listen to the poorest people, and why we campaign to involve both men and women in our work. Oxfam is a confederation of 17 organizations that works together to increase the impact of its long term development and humanitarian responses.
The Country Office in Somaliland is currently recruiting for a
Programme Administrator
National position
Fulltime/ 40 hours a week
1 year contract
Based in Hargeisa, Somaliland
Shaping a stronger Oxfam for people living in poverty.
Team Purpose
Program team:
- Is responsible for the strategic development and management of the country program.
- Supports Oxfam’s impact locally, regionally, continentally and globally through ensuring program alignment to the key strategic objectives and program standards.
- Supports resource mobilisation, specifically for humanitarian/ resilience elements of the strategy
- Ensures that the promotion of women’s rights is at the heart of all Oxfam in Somalia‘s program work
Job Purpose - Key Responsibilities and Accountabilities
To ensure effective and efficient Program and Administrative Support to the Country Office and give secretarial and administrative support to the Country Director and Program Team
Program Information system support, advice and capacity building
• Support the use of the ADOBE SAP Program database, and provide training and support on the use of the system.
• Support capacity development and training activities for partners and program staff.
• Ensures compliance with the internal processes and procedures of Oxfam Novib (ONL) related to project management within the Country Program.
• Ensures all relevant program team members are up to date in relation to changes on internal processes, procedures and ADOBE.
• Ensures that the respective program team members make use of the available project management tools (on COMPASS).
Document generation & management
• Manage 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, undertake information gathering to support programme delivery, capturing and compiling records of research and/ or studies carried out by Oxfam and/or partners
• Deal with and draft responses to internal and external correspondence, on behalf of program staff as appropriate.
• Follow up on report schedules (internally and with partners)
• Provide a central knowledge repository of Oxfam’s work in Somalia.
• Write, process and file correspondence, reports and other materials.
Provide administrative support to the program team
• Ensuring that Financial Agreements, Consultancy Agreements and related addendums are signed internally and by Partners (external parties).
• Managing and ensuring an up to date filing system for the Program—both hard and soft copies as well as on shared Central Drive and Box, following the filing procedures.
• Preparing Consultancy Agreements with Service providers, especially related to project monitoring and evaluation.
• Organizing Monthly Program meetings, documenting minutes and Action Points as well as following up on the same with respective people.
• Coordinating communication across the team on pending administrative issues related to ADOBE.
• Manage and coordinate program/ project visitors schedules, coordinating with the front office and relevant program staff
• Actively participate as a member of the Program Team, contributing to the country and organisational strategy and project development, implementation and achievement
• Arrange meetings/ workshops/ events as required and prepare suitable documentation and material
• Be aware of and understand programme and campaign activities so that the provisions of general administrative services are proactively delivered to staff.
Technical Skills, Experience & Knowledge
Skills
• Attention to detail
• Ability to multitask
• Organisational skills
• Self organised
• Highly developed Computer end user skills
• Interpersonal skills
• Management information skills
• Communication skills
Knowledge
• Knowledge of software for project management, management information systems and / or administration software (e.g. SAP,ADOBE) Basic knowledge of the steps and decisions in the project management cycle
How to apply:
Please send your application to Somaliajobs@oxfamnovib.nl and include your motivation letter and CV. Your application must be received by Tuesday 16th May 2017 at the latest. Only shortlisted candidates shall be contacted.