Oxfam Administrative Officer Job Vacancy in Liberia

REPORTING LINES: Post holder reports to: Logistics and Admin Manager.
Staff reporting to this post: Receptionist, Office cleaners

BUDGET RESPONSIBILITY: Responsible for monitoring administrative expenditure against budgets, and assisting in the budget preparation process.

JOB DESCRIPTION:
DIMENSIONS:
• Assist in resolving challenges within the department
• Day to day planning in line with job profile.
• Communicates both internally and externally to give and receive information.
• Participates as a team member in improving the departments’ service, procedures and systems.
• Provide capacity building skills through training and close liaison with Oxfam’s partners in Liberia.

KEY RESPONSIBILITIES:
Administration
• To carry out day-to-day administrative duties and supervise administration staff.
• External liaison with government ministries on Oxfam registration and legal administrative requirements to ensure compliance
• Regularly update office contact information and share with the team.
• Ensure that all staff reporting to post holder have work plans, performance objectives; and carry out annual performance review for them.
• Oversee the use of stationery and establish systems to combat wastage and abuse.
• Ensure that drinking water and office supplies are supplied regularly to the office.
• Manage the issuance of scratch cards to staff and visitors as well as prepare payments for all telephone bills.
• Manage the float issued to the Logistics department and make periodic reports to account for it.
• Ensure the office is safe and secure, monitoring and maintaining health and safety requirements.
• Make bookings and provide logistical support for workshops and training on behalf of staff.

Visitors and travel
• Responsible for making timely staff and visitors travel bookings and purchase of airline tickets for staff.

JOB PROFILE
Admin Officer – December 2010.doc 2
• Process and give proper advice / facilitate issue of visa for business travel.
• Ensure that expenditure on air travel is coded to the correct code
• Support visitors by ensuring they are correctly received into Liberia
• provide welcome/security packs, arrange for hotel accommodation and per diems as required, liaise with the Transport desk for timely airport pick ups.

Accommodation Facilities Management
• Assist international staff in accommodation selection/look out for good properties
• Ensure property leases are periodically reviewed by the organisation’s legal counsel and are up to date.
• Negotiate and follow up with landlords on condition of properties and lease requirements
• Monitor the condition of international staff housing to ensure good living and hygiene standards and conditions

Country Director Office and Program
• Support Manage the flow of information between the Country Director and programme staffs to ensure issues are delegated appropriately;
• the CD is kept briefed during absence from the office and upon return; and that the right staff are informed of issues that the CD would want them to be kept informed of.
• Pro-actively manage the CD’s email, in-tray and diary and ensure appropriate priority is given and action is taken in response.
• Prepare responses, and reply as appropriate, on behalf of the Country Director to incoming mail (electronic and paper).
• This would include printing and photocopying documents.
• Develop contacts and external appointments for CD in Liberia, the region and elsewhere, including government officials, donors, media, and other institutions.
• Provide support to the program teams when planning for trainings, workshops and other events.
• Assist in the preparation of communications such as workshop minutes, program meetings Linkages Support and oversight will be provided by the Country Director, Logistics/Admin Manager, Program managers and Logistics Officer with regards to other support components i.e. program activities, procurement, transport.

Other Duties
Carry out any other duty delegated by the line manager.

JOB REQUIREMENT:
SKILLS AND COMPETENCE:
• High standard of written and verbal communication skills
• Good interpersonal and liaison skills
• Organised and systematic
• Good understanding and experience of information resource management, especially with regards to filing systems and resource centres
• People management and team skills
• Basic budgeting and finance skills
• Desirable Studies in administration, business management
• Previous experience of working in an NGO environment
• Knowledge in the use of computer databases.

JOB PROFILE
Admin Officer – December 2010.doc 3 Oxfam GB is recruiting for the above position based in Monrovia. Contract: Fixed term (9 months)

Application Procedure:
Closing date: 8 February 2012
This is an urgent recruitment therefore interested candidates should be able to join as soon as possible. Interested candidates should submit application to liberiaOGBrecruitment@oxfam.org.uk and clearly indication this position.

This Job Profile is not incorporated in the employment contract. It is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments and following discussion with post holder. The post holder will be expected to work to agreed objectives in accordance with the performance review process.