Human Resource And Admin Assistant

Oxfam Logo
Human Resources
Posted on 08 May, 2022
Closing on 22 May, 2022

Job Description

Human Resource And Admin Assistant (INT8473)

About Oxfam:

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.

The Role:

To support the full range of Human Resource operational support for effective people management. To efficiently and effectively execute all Administrative function for Aden’s office.

key responsibilities:

Administrative Function:

  • Ensures that all office and guest house equipment and facilities are in good working conditions and organising repairs in a timely manner whenever necessary.
  • Requesting and clearing floats for office and GHs needs.
  • Keeping accurate tracking on Office and GHs expenses and running costs.
  • Conducting weekly monitoring tour to Oxfam’s premises in Aden.
  • Ensuring availability of services such as; internet, drinking water, tanks water supplies, landline and electricity.
  • Ensuring the hotel bookings for the travellers.
  • Focal point with mobile companies, ensuring bills are paid on time, raising limits, tracking SIM cards and purchasing/ suspending numbers.
  • Ensuring mobile invoice are cleared and shared with finance to avoid suspension of services.
  • Ensure activating roaming service for staff travelling and deactivating it when staff returns.
  • Ensure deactivating and deleting numbers for leavers.
  • Ensure the continuity of update the bulk SMS service and that the list of numbers is updated.
  • Ensuring availability of Oxfam’s Hotline service, clearing the payments and applying top ups on timely manner.
  • Ensuring that the limit standards are applied to all lines.
  • Ensures that the storeroom is well kept and organized in arrangement in a standard order.
  • Raising ROs and follow up on approvals for all above mentioned required goods, stationary and consumables.
  • Ensure disposal of expired items and replacement of nearly expiring items.
  • Responsible for hibernation stocks purchasing, replacing, disposal of expired item.
  • Keeps a booking system for the meeting rooms.
  • Arrange business cards for new staff.
  • Typing letters and supporting in photocopying and scanning documents.
  • Coordinate with Logistics on required procurement for Administration of the office.
  • Provide cover to the HR and Admin officer while on leave or travel/away from office.

Liaison Function:

 Support for the following Liaison function (as back up):

  • Support in securing visas and residency permit for staff deployed to OXFAM GB Yemen and visas for visitors.
  • When requested, support and cover in booking flight tickets UNHAS/ commercial for all staff and visitors to Aden.
  • Submit project MoU and Sub agreement and follow up for their approvals. Share regular updates on sub agreements.
  • Arranging any kind of support letters for staff and visitors to ensure getting their visas and travel permits at MOPIC.

HR Function:

  • Assist in recruitment process such as; contact short list candidates, inform recruitment committee and security about the date and time, print the required documents etc.
  • Check the references of the selected candidate and assist in completing the onboarding tasks.
  • Update, scan and file (hard and soft) all personal documents and keep all in a locked cabinet based on Human Resources Filing Guidance.
  • Manage staff timesheet on monthly basis.
  • Do the proper follow up of issuing medical insurance and IDs for the staff in coordination with the line manager. Reimburse medical claims for staff as per the policy.
  • Managing Hiring casual: preparing screening, reference, Interview, contract.

what we are looking for:

  • A Bachelor degree in Business Administration/Human Resources  or professional qualification in Human Resource Management.
  • A minimum of one years’ experience working in progressive HR Management.
  • Able to communicate fluently both written and verbal in Arabic and English.
  • Standard keyboard skills with knowledge of Microsoft office package word, excel, power point, access.
  • Initiative and ability to work independently and develop solutions to problems.

Desirable:

  • Time-Management skills.
  • Adaptable, self-motivated, willing to learn and take on extra duties as required.
  • Have the Ability to work under pressure and to deadlines
  • Strong interpersonal skills and demonstrated ability to establish effective working relations with staff, beneficiaries, and other stakeholders.
  • Ability to take initiative and work autonomously.
  • Ability to achieve results effectively, considering the need for speed, scale, and qual

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.

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.

Important Notes / مقترحات هامة

Following the instructions on How to apply will always increase your chances of getting your application looked at.
إتباع تعليمات التقديم المذكورة في كل إعلان ستزيد من فرصة النظر لسيرتك الذاتية من قبل الجهة المعلنة
If you’re applying by email, make sure you mention the job title in the “Subject” field of your message
تذكر أن تكتب إسم الوظيفة و موقعها في عنوان البريد عندما يكون التقديم عبر الإيميل