Vacature Administrative Officer Job

Administrative Officer

Date: 31 May 2024

Oxfam is a global movement of people working together to end the injustice of poverty.

Together we save, protect and rebuild lives. And we won't stop until every person on the planet can defeat poverty or any type of inequality or discrimination.

Job Grade - E1

Reporting to - Project Coordinator or other Senior manager

Staff reporting to this post - Nil

Duration contract - Fixed Term

Locations - Niassa, Cuamba

Shaping a stronger Oxfam for people living in poverty.

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.

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 and external correspondence, on behalf of program staff as appropriate;

1

• Follows up on report schedules (ly 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)

Technical Skills, Experience & Knowledge

Knowledge

• Degree in administration or relevant qualification
• ?ExperienceExperience 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)

Functie:	administrative officer
Startdatum:	01-06-2024
Ervaring:	Ervaren
Educatielevel:	HBO
Contracttype:	Vast
Salaris:	onbekend – onbekend
Uren per week:	1 – 40

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