Logistics & Admin Assistant

Logistics & ADMIN Assistant

 

JOB DETAILS

LOCATION: Beirut

CONTRACT TYPE: Fixed Term

JOB FAMILY: Property & Logistics

ONE OXFAM GRADE : E, Zone : 1

DEPARTMENT: International

GLOBAL PROGRAMMES                                                                         

TEAM: Logistics Department   

SALARY:  

HOURS: 40 (FTE)

FLEXIBLE WORKING

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.

COMMITMENT TO DIVERSITY AND INCLUSION

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

TEAM PURPOSE:  To act with poor people a force for change in addressing the causes of poverty, suffering and injustice and alleviating their symptoms.

 

JOB PURPOSE: The Logistics and Admin Assistant is required to support the supply and logistics officer in administration and office management. And ensure effective, transparent, and accountable support to the countrywide staff members. The job holder will provide efficient administrative support to the country office and management.

 

JOB REPORTS TO

Logistics & Admin Officer

ROLES REPORTING TO THIS JOB

Cleaner

BUDGET RESPONSIBILITY

None

GEOGRAPHICAL SCOPE

None

KEY STAKEHOLDERS

Finance, Logistics, HR, IT & Programs

KEY RESPONSIBILITIES:

The Logistics and Admin Assistant will perform the following specific duties:

Front Desk Management

Maintain an attractive, pleasant, and neat front desk area.

Ensures that all persons entering the office building are authorized to do so.

Receives and assists visitors to the office courteously, answering queries and providing information.

Deliver messages to staff, not in the office.

Organizes notice boards at the reception area and outside the entrance to the office regularly displaying important and useful information for the attention of members of staff and visitors.

Manages office telephone communication effectively by:

• Receiving all incoming telephone calls in an efficient and courteous manner.
• Recording all incoming messages for staff when they are absent ensuring messages are distributed and followed up appropriately within the office.

Making official calls on behalf of staff members, especially senior managers.

Maintaining a directory of useful telephone numbers.

Maintaining phone call log especially for international calls.

 

Administrative support:

Provide administrative support to the country Director/Acting Country Director in matters relating to organizing events, follow up of requests, print out contracts and documents for signature, delivery of messages, etc.

Ensure staff mobile phones are credited on a monthly basis. Bills are cleared on a timely basis through proper process and documentation.

Facilitate hotel and guesthouse bookings for OXFAM staff, partners and visitors via proper and transparent processes, follow-up the presentation of monthly bills and ensure that approved payment request is submitted in a timely manner.

Process domestic and international flights bookings and ticket issuance for staff, partners, and Oxfam’s guests. Ensure the process is done through approved documentation following Oxfam procurement and administrative guidelines and policies.

Ensure Accommodation & hall reservations for events and other purposes are properly organized and managed as requested.

Ensure airport drop off/pick up and visitors office commute is organized in accordance with Oxfam procedures.

Prepare payment requests as instructed.

Maintain an efficient filing system of payment packs and other documents if needed.

Maintain filing system as per Oxfam’s guidelines.

Request for the replenishment of office consumables and ensure no stockouts.

As assigned, covers the reception desk, and attends to requests in a courteous manner.

As assigned, receives, issue and records incoming and outgoing assets in transit stores.

Receives and record invoices sent to Oxfam and deliver them to their designated staff member/s.

Take responsibility for monitoring cleaning and organizing the kitchen and ensure the office is cleaned daily throughout the working days.

Advises line supervisor on issues related to contracted suppliers and services providers related to admin works.

Event and Hospitality Management

Provides event management assistance during internal or external meetings.

Prepares beverages for office staff, visitors, and meetings throughout the workday. As necessary, requests and purchases snacks for staff meetings and visitors.

Replenishes kitchen consumables at the beginning of each workday and maintain consumption records.

As assigned, performs other tasks which are consistent with this in the organization.

Office Maintenance and Renovations:

Monitors outsourced contractors (cleaning company, flight booking, hotels, etc).

Ensures office is equipped with adequate cleaning materials and consumables.

Ensures appropriate electrical appliance usage to avoid hazardous acts and report non-compliance to line manager.

Ensures that communal area and gardens are well maintained.

Identifies and reports possible office furniture and fitting repairs. Ensure all office defects are reported and addressed immediately.

Reports management:

Maintain logistics and admin files in an organized, accurate and up to date manner.

Line manages, monitor and guide the work of outsourced contracted service providers.

Produce weekly movement tracker on box and share the link with the management.

Produce admin monthly reports as well as procurement tracker for flight tickets, hotel accommodation, catering services, etc.

Update Oxfam contact list as required in collaboration with HR.

Comply with all relevant Oxfam policies and procedures with respect to the code of conduct, fraud, health and safety, equal opportunities, and other relevant policies.

Work in close collaboration with the finance and HR departments to ensure effective operations and strong team spirit.

Carry out any other tasks required by the line manager.

Self-Development

Develop self and maintain knowledge of Oxfam administrative systems and processes.

Other

      Keep adequate filing systems.

      Other adhoc administrative functions or projects as tasked by the Logistics and Admin office and Manager.

 

CORE DIMENSIONS

• Work pattern is a mixture of reactive and project work

• Short, medium and long term planning is required in the context of changing priorities

• Required to make sound judgements regularly within agreed processes, using a good understanding of the programmatic requirements and the abilities of the team

• Work patterns are not routine and often high pressure

• Problems vary and include a combination of routine and some complex
• Requires the ability to analyse and communicate complex information to a wide range of stakeholders

 

PERSON SPECIFICATION

Most importantly, every individual in Oxfam 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

• Self-Awareness
• Listening
• Mutual accountability

In addition:

• Minimum two (2) years’ work experience with at least One (1) year spent in a similar role is essential.
• Fluency in written and spoken English.
• Strong organization and prioritization skills
• Strong interpersonal skills
• Able to work under pressure and flexible working days /hours
• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.
• Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible.

 

At Oxfam our job descriptions provide a guide to what might be expected in the role. Along with our strategy the job description is used to help to shape specific objectives for employees. Employees are supported to deliver these objectives and they are annually assessed against them as part of the Oxfam performance review process. This job description is not incorporated into the employment contract.

 

Desirable

• Experience in Administration and office management with an INGO is desirable.

 

SAFER RECRUITMENT: 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 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.