Logistic and Admin Assistant At Oxfam

LOCATION: Nairobi, Kenya

CONTRACT TYPE: Fixed term

INTERNAL JOB GRADE: E2

DEPARTMENT and TEAM: Operations

SALARY: In line with grade and location

HOURS (FTE) Full- time (36 hours per week)

FLEXIBLE WORKING

‘We believe flexible working is key to building the Secretariat of the future, so we’re open to talking through the type of flexible arrangements which might work for you”

COMMITMENT TO DIVERSITY AND INCLUSION

We are committed to ensuring diversity and gender equality within our organization.

DEPARTMENT PURPOSE: The Operations Departmentprovides efficient, safe operational functions and support grounded in Feminist Principles that enable OIS to play its role in the Confederation effectively and support the confederation to have greater impact through efficient and effective business support functions.

JOB PURPOSE: To perform administrative tasks to support delivery of a clearly defined work area within a unit enabling those they support to be more effective.

ROLE REPORTS TO: Business Support Manager

LINE MANAGEMENT: None

BUDGET RESPONSIBILITY : None

KEY RESPONSIBILITIES

• To receive visitors to Oxfam at ACS plaza, be the first point of contact, provide pertinent information or direct them or arrange an appointment with the relevant staff member.
• To ensure office security procedures are followed
• To receive calls to the main office telephone line, redirect calls or take messages
• To be responsible for receiving, registering, acknowledging and distributing contents of mail packets from Oxford, Business units, etc .
• To ensure mail packets are sent regularly to Oxford and CPOs and to manage courier services.
• Send information about staff movements to relevant offices.
• Help visitors at the A.C.S (give them a desk and necessary passwords)
• To liaise with the IT team on technical telephone problems
• To receive LPO’s, Invoices and statements of A/C’s and direct them to the right staff
• To keep records of outgoing letters and ensuring use of the delivery book
• Ensure Oxfam materials are properly organised and displayed
• Dispatch – outgoing and incoming mail
• Work with finance team to sort mobile telephone bills and identify the personal elements of bills for payment .
• Supervise cleaning services.
• Facilitate staff travel, booking air tickets, hotels.
• Ensure admin service providers invoices are recharged and follow up payments.
• Support in equipment allocation to staff.

PERSON SPECIFICATION

Most importantly, every individual at Oxfam International Secretariat needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here)
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct):

1. 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 LGBTQIA identity.”

2. 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

ESSENTIAL

• Diploma in Business Studies or Secretarial
• At least 3 years of customer care experience
• Fluency in written and spoken Kiswahili and English is essential.
• Computer literacy and word-processing skills essential.
• Excellent organisational ability and attention to detail
• Good communication and interpersonal skills, including being able to deal with multiple demands
• A commitment to the aims of Oxfam, equal opportunities and gender equity.

SAFER RECRUITMENT: Oxfam is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. 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. Offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.