Job Description

Program Administrator and Partnership Support Officer

Internal and External

Deadline for applications: 18th May 2024

Start date: As soon as possible.

Oxfam is a global movement of people working together to end the injustice of poverty. That means we tackle the inequality that keeps people poor. Together we save, protect and rebuild lives. When disaster strikes, we help people build better lives for themselves, and for others. We take on issues like land rights, climate change and discrimination against women. And we won’t stop until every person on the planet can enjoy life free from poverty.

We are an international confederation of 19 organizations (affiliates) working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries.

Oxfam’s work in Somalia and Somaliland covers both humanitarian and development spheres, with most programming delivered in Hargeisa and eastern Somaliland, both directly and with partners. The humanitarian component focuses on delivery of water, sanitation and hygiene (WASH), food security (particularly cash grants) and protection, in response to persistent, intense drought that has decimated livelihoods – primarily pastoralism, and caused mass displacement. The development component focuses on women and youth empowerment, economic inclusion, influence in decision-making and access to justice, primarily through three multi-year programmes.

All our work is led by Six core values: Empowerment, Accountability, Inclusiveness. To read more about our values please click here

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 committed to 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.

Note: All offers of employment will be subject to satisfactory references and may be subject to appropriate screening checks, which can include criminal records and terrorism finance checks.

Team Purpose:

This position will be part of the Oxfam Business Support function that ensures timely support to program and partner teams, in adhering to Oxfam organizational policies and procedures and proper risk management within the overall organization.

Job Purpose:

To be the focal point Oxfam's ADOBE SAP system and ensure system is fully updated, key staff are trained and adherence of Oxfam processes and procedures with focus on partner contracts, partners transfer and partner database management.

Key Responsibilities and Accountabilities

Program Information system support, advice- 25%.

• Support the use of the ADOBE SAP Program database and provide training and support on the use of the system.
• Ensures compliance with the internal processes and procedures of Oxfam Novib (ONL) related to project management within the Country Program.
• Ensures all relevant program team members are up to date in relation to changes on internal processes, procedures and ADOBE.
• Ensures that the respective program team members make use of the available project management tools (on COMPASS).
• Train all staff in how to use Box and other Oxfam Platforms Document generation & management -10%
• Manage key strategic documents, ensuring confidentiality is maintained as required.
• Maintain effective program filing, archiving and record keeping systems, both paper and electronic
• Under the direction of the Program, undertake information gathering to support programme delivery, capturing and compiling records of research and/ or studies carried out by Oxfam and/or partners.
• Follow up on report schedules (internally and with partners)
• Provide a central knowledge repository of Oxfam’s work in Somalia.
• Write, process and file correspondence, reports and other materials. Provide administrative support to the program team- 30% .
• Ensuring that financial partner Agreements, and related addendums and No cost extensions are signed internally and by Partners (external parties) on timely manner.
• Managing and ensuring an up to date filing system for the Program—both hard and soft copies as well as on shared Central Drive and Box, following the filing procedures.
• Organizing Monthly Program meetings, documenting minutes and Action Points as well as following up on the same with respective people with Support the funding coordinator/s I don’t see this feasible.
• Coordinating timely communication across the country team on pending administrative issues related to ADOBE, as early as possible to ensure timely to ensure smooth internal process.
• Prompt alert to the country management when there are delays in providing data to Adobe/SAP to avoid processing commitments.
• Actively participate as a member of the Program Team, contributing to the country and organizational strategy and project development, implementation, and achievement
• Arrange meetings/ workshops/ events as required and prepare suitable documentation and material.

Provide Support to Partners- 35%

• Lead on the partner assessment process and support the country office teams on an effective and timely manners Coordinate the partner assessment process (Prisma) by engaging the key country team in conducting a timely and effective procedure to all of Oxfam partners.
• Facilitate partner capacity self-assessment baseline against the humanitarian capacity framework in collaboration with programme team.
• In reflection on the findings of partner assessments Support in developing an appropriate capacity development plan for all partners
• Document and file all the partner PRISMA’s assessments.
• Follow up on all training needs identified during partner assessment exercise for Partners and develop a comprehensive action plan. Develop a track record of the capacity development plan for each partner to ensure that partners are given the appropriate support
• Organize for Capacity building session with Partner on Compliance issues with support from Program and support team services.
• Lead on the partner selections process by coordinating the various department to conduct the exercise on a timely manner.

Experiences and Qualifications

Knowledge and Skills:

• Bachelor’s degree in MIS, IT, BIT or any related
• 3 - 4 years of experience preferably in systems and program Admin Adobe, SAP, etc
• Previous work experience in working as partner support focal point with
• Knowledge of software for project management, management information systems and / or administration software (e.g. SAP, ADOBE)
• Basic knowledge of the steps and decisions in the project management cycle
• Partnership capacity development Attention to detail Desired Qualities/Attributes:
• Ability to
• Organizational skills
• Self-organized
• Highly developed Computer end user skills
• Interpersonal skills
• Management information skills
• Communication skills

Skills Required

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