Administration & Logistics Assistant

LOCATION: Ramallah

CONTRACT TYPE: Fixed term contract

JOB FAMILY: Operations

ONE OXFAM GRADE: E Zone: 1

DEPARTMENT: Admin and logistics

TEAM: Operations / OPT

SALARY: 8144.16 ILS / Month

HOURS: (FTE) 40 hours / week

FLEXIBLE WORKING

We believe flexible working is key to building the Oxfam of the future so we are open to talking through the type of flexible arrangements which might work for you. For this role it will be fully based in the office. Other arrangements can be agreed exceptionally as per National Staff Terms and Conditions and on a case-by-case situation.

COMMITMENT TO DIVERSITY AND INCLUSION

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

DEPARTMENT PURPOSE:

JOB PURPOSE:

Provide administration and logistics support to the Ramallah office

JOB REPORTS TO

Logistics and Security Coordinator

ROLES REPORTING TO THIS JOB

No one

BUDGET RESPONSIBILITY

NA

GEOGRAPHICAL SCOPE

OPT / Ramallah

IMPACT

Internal country team

KEY STAKEHOLDERS

Works closely with all operation and programme staff

KEY RESPONSIBILITIES

Administration

• Responsible for reception role in the Ramallah Office.
• Under the guidance of the Logistics and Security Coordinator ensure that the Ramallah office purchases & services are done according to Oxfams procurement policy & procedures.
• Support programme teams in programme procurement including liaison with other departments such as HR and Finance.
• Responsible for fleet management of the Ramallah office vehicles in close coordination with Logistics and Security Coordinator
• To hand out petty cash after receiving the correct and signed forms; to register and file in line with applicable procedures the amount of petty cash that is paid out. To signal in time to the financial manager if petty cash register is low.
• Office Security and Maintenance and management of Office Storage facilities and cleaner.
• Follow up with the IT focal point and the IT support company on any IT issues arising in the office.
• Carry out driving responsibilities in accordance with Oxfam policies & in accordance with the local laws.
• To assist in the enforcing & updating of the operating & safety procedures and to ensure the health & safety and well being of staff visitors temporary staff using Oxfams vehicles & property.
• Maintaining Ramallah Office assets including the recording of assets; reporting any asset movement loss or damage
• Perform project data entry and updates in Oxfams systems
• Management of visitors in collaboration with external and internal players. Including the following:

• • Accommodation
  • Travel
  • Communications

• To make logistical arrangements for seminars and workshops such as transportation travel accommodation meals visas etc.
• Any task reasonably assigned to you by your line manager or designated person

CORE DIMENSIONS (see Standard Role Profiles)

• Most tasks well defined within objectives set by the manager and include some routine reactive work in response to requests.
• Work patterns are mainly routine.
• Problems may vary but do not always need upward referral.
• Reactive work requires common sense to make judgments about basic adjustments to the routine of the job but also contributes to improvement of services procedures and systems.
• Impact is mainly with own team.
• Planning usually short-term.
• Occasionally needs to influence own team.
• Manages moderate amounts of cash and/or equipment.
• Some supervision of volunteers / other employees / small projects/processes.
• Job holder draws from a number of information sources to inform individual and group decisions.
• Communicates widely within the country office and externally suppliers and partners.

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 Oxfams safeguarding training and adhering to relevant policies to ensure all people who come into Oxfam are as safe as possible.

ESSENTIAL

• Accountability Our purpose-driven results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions.
• Empowerment Our approach means that everyone involved with Oxfam from our staff and supporters to people living in poverty should feel they can make change happen.
• Inclusiveness We are open to everyone and embrace diversity. We believe everyone has a contribution to make regardless of visible and invisible differences.

In addition:

• Experience 2 years in a similar logistics role. Understanding of fleet management and purchases procedures
• Experience in administration.
• Ability to communicate instructions effectively
• Able to organise own work with minimum supervision.
• Good communication skills.
• Good time-management skills.
• Demonstrates the ability to work within a team.
• Continually seeks out most efficient use of resources.
• Enthusiastic and committed to Oxfams goals
• Willing & able to offer support to other departments.
• Computer literate including word processing database / spreadsheet use
• Written & oral Arabic English essential.

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.