Job Description

Oxfam Novib “Country” is looking for a Partnership Support & System Administrator Officer

Duty station: “Hargeisa / Somaliland”

Type of appointment: Fixed term/ National Contract

Contract duration: 12 months with possibility of renewal

Work schedule: Full-time (40 hours per week)

Reports to: Local Humanitarian Leadership and Partnership Manager

Start date: As soon as possible

Deadline for applications: 01 July 2024

CONTEXT

Oxfam has been working in Southcentral regions of Somalia, Puntland, and Somaliland since the 1970s. Oxfam played a foundational role in supporting civil society development and has been called by many current and past partners “the mother of Somali civil society”. Support for women’s rights, women’s advocates, and gender equality has been a steady component of the program and many leading advocates for women’s rights, gender equality, and women’s issues were once partners or trainees of Oxfam. There are numerous examples of unique programming across youth and education, gender and emergency relief, resilience, WASH, and livelihoods. Over the years, the Oxfam has produced an impressive range of policy briefings, reports and working papers that have drawn attention to issues, sparked discussions and influenced policies.

OBJECTIVE OF THE POSITION

JOB PURPOSE: Key Responsibilities and Accountabilities

To ensure effective and efficient Program and Administrative Support to the Country Office and give secretarial and administrative support to the Country Director and Program Team

Program Information system support, advice- 20%

• 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 -5%

• 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 Agreements, Consultancy Agreements and related addendums are signed internally and by Partners (external parties).
• 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.
• Preparing Consultancy Agreements with Service providers, especially related to project monitoring and evaluation in collaboration with logistics department
• 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
• Coordinating communication across the team on pending administrative issues related to ADOBE.
• Actively participate as a member of the Program Team, contributing to the country and organisational strategy and project development, implementation, and achievement
• Arrange meetings/ workshops/ events as required and prepare suitable documentation and material

Provide Support to Partners- 30%

• Lead on the partner assessment process and support the country office teams on an effective and timely manners
• Facilitate partner capacity self-assessment baseline against the humanitarian capacity framework in collaboration with programme team
• Support capacity development and training activities for partners and program staff.
• Document and file all the partner Ramon assessments
• Follow up on all training needs identified during partner assessment exercise for Partners and develop a comprehensive action plan.
• Document centrally partners capacity building needs/requirements and track the progress made on the plan implementation by program managers/concerned parties.
• Organise for Capacity building session with Partner on Compliance issues with support from Program and support team services.

Safeguarding – 5%

• Lead the country program on all safeguarding issues this includes trainings and support in reporting cases
• Build partner capacity on Safeguarding issues by reviewing Safeguarding policies and strategy and advice partners on developing safeguarding policies and action plans
• Organise Safeguarding trainings and sessions for partners
• ICT – 10%
• Providing detailed technical expertise over a wide range of IT topics and communicating with internal staff and external contacts to support IT needs.
• Following an established pattern to solve a variety of problems, some of which are well defined but with new problem solving to be attempted and referred upward if necessary.
• Oversee daily IT support to Somalia/Somaliland office by dealing with technical queries on operating systems and software packages as well as problems related to computers or information technology.
• To manage and administer the Local Area Network including Switch, Router and Access point, ensure that the system is running smoothly.
• To supervise and facilitate training on IT for staff: To provide hands-on support / training whenever required.
• To submit an annual budget for IT costs for country office, and to provide up-to-date expenditure incurred under this head. To suggest programme-wide specific expenditure for IT to be incorporated into annual budget processes with the most cost-effective parameters for Oxfam.
• To oversee installation of new versions of software in specified country offices and sub-offices as directed by Head Office.

Experiences and Qualifications

Technical Skills, Experience & Knowledge

Skills

• Attention to detail
• Ability to multitask
• Organisational skills
• Self-organised
• Highly developed Computer end user skills
• Interpersonal skills
• Management information skills
• Communication skills

Knowledge

• 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

Skills Required

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