Administration Officer

  OXFAM PURPOSE: To work with others to overcome poverty and suffering   TEAM PURPOSE: To provide secure, efficient, timely and cost effective programme support  to the Lebanon Programme   JOB PURPOSE: To lead the administrative team in ensuring efficient office operations that enables effective delivery of Jordan programme objectives     REPORTING LINES: Post holder reports to: Human Resources Manager   Staff reporting to this post: Admin Assistant and Cleaners     BUDGET RESPONSIBILITY: None     DIMENSIONS   Maintain and manage the development of improvements to the department’s services, procedures and systems Some line management or supervision of level E/F employees and volunteers Collates information and draws from a variety of information sources to inform individual and group decisions Solving problems of a varied nature and resolving day-to-day problems often without upward referral Communicates widely within the division and/or with external contacts Has knowledge of complex processes Manages cash and/or equipment   KEY RESPONSIBILITIES   General office management, to include Management of  office rental contracts as well as other necessary service & maintenance contracts and government permits that would ensure a safe, secure and conducive working environment for all staff implementation of office policies and procedures that ensures cost effective use of the space and facilities Ensure availability of supplies and equipments necessary for smooth office operations In coordination with HR Officer, ensure implementation of health and safety standards within the office     Liaison with relevant Oxfam office, government office and service providers for the timely arrangement of necessary permits , travel documentation, air tickets and accommodations for local and international travels   Communicating with RC and other OGB offices on programme information including office holidays, programme activities and contact details   Regular updating and dissemination of the Office Welcome pack   Line management of   Cleaner in line with Oxfam’s performance management system.   Implementation of Oxfam’s Gender, Diversity and Equal Opportunities policies   Contribute to the overall development of programme services systems and procedures   Perform other functions as may be reasonably required     SKILLS AND COMPETENCE:   Minimum of 3 years experience in administration and office management Capacity to work in a team under pressure and the ability to prioritise a large complex workload and to work to tight deadlines Confidentiality, tact, diplomacy and good interpersonal skills Sensitivity to cultural differences, and the ability to work in a wide variety of cultural contexts Initiative to take responsibility and work with minimal supervision Good written and spoken English and excellent communication skills Computer literacy –email/internet/ word processing/spreadsheet skills Strong numeracy skill Knowledge of Oxfam procedures or the capacity to acquire this knowledge Sympathy with the aims and objectives of Oxfam and commitment to Oxfam’s equal opportunity and gender policies.