ADMIN & LIAISON ASSISTANT (INT9417)
Oxfam is a global movement of people working together to end the injustice of poverty.
JOB DETAILS
DIVISION: INTERNATIONAL/Supply & Logistics
TEAM: logistics & Admin
LOCATION: Amman
CONTRACT TYPE: Fixed term contract, 1 year
GRADE: E1 JOB
FAMILY: Admin and Logistics
SALARY: 11,655- 14, 811 JOD PER ANNUM
HOURS: 40
FLEXIBLE WORKING: We believe flexible working is key to building the Oxfam of the future, so we’re open to
talking through the type of flexible arrangements which might work for you.
DIVISION PURPOSE: To work with others to find lasting solutions to poverty and suffering
TEAM PURPOSE: To ensure Oxfam has the HR and administration capacity to develop and deliver high quality programmes in Jordan
JOB PURPOSE: To provide human resources and administrative support, contributing to the effective delivery of the Country programme and enhancing the organisation’s performance through our people
POST HOLDER REPORTS TO: Senior Administration officer
JOBS REPORTING TO THIS POST: None
BUDGET RESPONSIBILITY: None
DIMENSIONS OF THE ROLE
- Providing support and information on areas of work covered in their remit.
- Implements departmental plans to agreed standards.
- Assists with the development of solutions to problems and responds to routine problems.
- Responds to and uses information received in a variety of formats from different sources.
- Some flexibility to anticipate and resolve challenges within departmental parameters in own work area.
- Day to day planning in line with departmental/divisional priorities.
- Communicates both internally and externally to give and receive information.
- Draw from a number of information sources to inform individual and group decisions.
- Solves basic problems, which have some variety, and takes decisions based on a number of possible options.
- Communicates widely within the department, with some Oxfam contacts and/or wider external contacts as required.
KEY RESPONSIBILITIES
- Prepare lease contract agreement for international staff’s apartments and guest houses and any other official accommodation as may be needed
- Follow up on the guest house, office and international staff personal apartments’ contracts extension and terminations according to their contract period and need and ensure renewal and termination and other relevant actions are undertaken on a pro-active basis.
- Prepare telecommunications and internet service payment requests respectively for Jordan office, regional platform and CaLP and any other Oxfam entity as may be needed.
- Assist in organizing appointments with external targets such as other national and international organizations, Government Authorities as required
Work, Residency permit and visa tasks
- Support in processing of entry Visa/Residence/Work Permits / Exit re-entries/ travel permits/ Final Exit for international visitors and staff.
- Support t in ensuring that all normal legal requirements such as visas, work permits, in country are completed on time according to the law and participate in all legal requirements/processes and represent Oxfam with MOI& MOSD, MOT& I when required.
- Support to obtain the required Government approvals in advance to allow Oxfam to hold conferences and events in Jordan
- Support and facilitate to renew annual registration at Amman Municipality for Amman country & regional platform offices
- Manage the Admin filing system ensuring all paperwork for all processes including copies of visas, work and residence permits, government approvals are kept in proper order.
- Checking the post office box regularly and ensuring that post is properly handled and managed
- Support in laboratory tests for staff with MOL when required.
- Any other task that may be assigned by the line manager from time to time
PERSON SPECIFICATION
Most importantly, every individual at Oxfam GB needs to be able to:
• Live our values of INCLUSION, ACCOUNTABILITY and EMPOWERMENT (read more about these here).
• Ensure you commit to our ORGANISATIONAL ATTRIBUTES (including adhering to the Code of Conduct):
- Be committed to our feminist principles, and to
applying them in your day-to-day behaviour and
your work. Be ready to keep learning, with
accountability to those who experience oppression
as a result of their identities, such as their
gender, race/ethnicity, disability, class, or
identity." - Be committed to undertaking Oxfam’s
safeguarding training and adhering to relevant
policies, to ensure all people who come into Oxfam
are as safe as possible.
Experience, Knowledge & Competencies
Essentials
For this role, you will need to model Oxfam’s feminist leadership approach so we have selected the most
relevant feminist leadership practices which we will use for assessment purposes (which you can read more
about here):
- Self-Awareness
- Good knowledge management of communication system
PERSON SPECIFICATION
- Excellent organization skills
- Able to work under pressure
- Well-developed interpersonal, communication and team skills and proven ability to be flexible and adaptable in demanding situations
- Strong computer skill including ability to work with windows competently and accurately. Email operation
- Excellent communication skills, both oral and written
- Creative thinking
- Fluency in English language
At interview, shortlisted candidates will also be assessed on our values and organisational attributes, as
outlined above.
Desirable
- Degree/Diploma related to Administration and business Management
- 2-3-year experience in administration and liaising task preferably with an International NonGovernmental Organisation
- Patient, courteous, empathic, and fun personality
- Efficient and organized
- Ability to prioritize work according to importance and deadline; meeting conflicting work demands.
- Has initiative, patience, tact, and able to work with minimum supervision
- Manages own time and deals with some conflicting priorities without upward referral.
- Demonstrates adaptability and flexibility in all aspects of working.
- Influences decision-making on specific issues relating to routine projects and tasks.
- Ability to work effectively in a team and support others in their work.
- Makes decisions on routine matters without close supervision.
- Takes responsibility for expanding own knowledge.
- Shares knowledge and improvements and may supervise the workflows of others.
Safer recruitment: All offers of employment are subject to satisfactory references and appropriate screening
checks (which can include counterterrorism, safeguarding and criminal records checks). You can find out what
this means here.
Flexfam
We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you. We think this role would work particularly well as a partially home-based role or job share.
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.
The 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.
How to apply
As part of your online application, please upload your up to date CV and a covering letter explaining your suitability against the essential criteria in the job profile.
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 right 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 international confederation of 21 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries.
A thriving diverse Oxfam:
It’s people power that brings about change. To play our part as a global organisation working to overcome poverty and inequality, we need equality, diversity and inclusion across our community of staff, partners and volunteers. Together, we’re committed to becoming a more diverse workforce, better able to tackle the global challenges that face our world today.
To do that:
- We need to dismantle the unequal power structures that exist everywhere, this including Oxfam and the wider development and charity sectors.
- We need an inclusive Oxfam where everyone can bring who they are to our work and feels celebrated for the differences they bring.
- We want and need everyone, and that means we need you.
In response to Covid-19 if you are offered a role where you are required to travel between countries please ensure you have been briefed by the Hiring Manager about any changes to working or precautions you should take as part of your role.
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