Position: Operations and Business Support Officer- Maternity Cover
LOCATION: Nairobi or other Oxfam office location
CONTRACT TYPE: Fixed Term (7 Months)
INTERNAL JOB GRADE: D2
DEPARTMENT and TEAM:
- Operations department
- Finance Operations team
SALARY: In line with the location
HOURS (FTE): Full time
FLEXIBLE WORKING
We believe flexible working is key to building the Secretariat of the future, so we’re open to talking through the type of flexible arrangements that might work for you. We think this role would work particularly well as a part-time role with flexible hours and working-from-home options.
COMMITMENT TO DIVERSITY AND INCLUSION
We are committed to ensuring diversity and gender equality within our organization.
DEPARTMENT PURPOSE: The Oxfam International (OI) business support team is responsible for planning, leading and monitoring the logistic, procurement and administration activities of OI. This includes supply chain management, facility and expatriate contract management and legal database management roles. It also has a responsibility to develop and implement efficient and effective operational policies, processes, and practices to ensure efficient and effective operations of OI.
TEAM PURPOSE: The business support team is responsible for overseeing Oxfam International’s operations. This includes efficient and effective delivery of core operational responsibilities, procurement, logistics, general administration, procurement and insurance functions, and the agreements legal database.
JOB PURPOSE: KEY RESPONSIBILITIES AND ACCOUNTABILITIES
The Operation & Business Support Officer has an important role to perform a varied range of tasks to deliver an efficient, cost-effective and high-quality service across OIS to support finance, budgeting, agreements and general logistic.
ROLE REPORTS TO: Business Support Manager / SSC Manager
ROLES REPORTING TO THIS POST: None
BUDGET RESPONSIBILITY: No direct budget allocation
KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)
Procurement and contracts administration
Work with and support the Business support Manager/SSC Manager to:
- Ensure supplier and consultant contracts and service agreements (across all OIS offices) are accurately recorded and finalized in a timely manner to meet legal, financial, GDPR and administrative requirements
- Ensure all inter-Oxfam agreements (including Oxfam Partner Agreements, inter-affiliate agreements, hosting/secondments, and partnership agreements) are accurately logged and finalized in a timely manner to meet necessary legal, financial and administrative requirements
- Maintain the OIS legal database including ensuring accurately registering all signed and countersigned contracts and agreements.
- Global procurement Support: Support Washington DC,
Logistics, procurement and administration
- Liaise with Budget Holders (contracting managers) to ensure
- All requisitions are inputted in dynamics or Helios and approved as per authority limits
- Source for quotations as per the procurement threshold guidelines, compile Comparative Bid Analysis, and award to successful supplier. Seek relevant approvals where necessary.
- Co-ordinate cash purchases from supplier premises as required
- Undertake tender process for purchases that meet threshold.
- Prepare & send POs to Suppliers and get acknowledgment of receipt and confirmation on delivery dates.
- Adhere to Oxfam procedures while engaging Consultants**.**
- Prepare and follow up signing for service contracts and filing in legal database.
- Liaise with logistics and admin assistants regarding the issue of SRNs/GRNs upon receipt of delivery notes.
- Compile invoices, delivery notes, SRN/GRN and other support documents and submit them to facilitate payment processing.
- Support on consultancy requests by ensuring they have all relevant documentation and that proper onboarding processes are followed.
- Coordinate communication with Advocacy, Campaigns, Engagement offices and head offices, providing technical advice on supply policies.
- Issue pre-qualification documents and prepare supplier register.
- Carry out procurement-related filing (both manual and electronic).
- Lead on the evaluation and negotiation of payments and credit terms for all new and existing suppliers.
- Liaise with managers to ensure they submit Invoice Request Forms for incoming funds, upload them onto D365, and generate invoices for them to share with key contacts in the affiliate and update the Legal Database accordingly.
- Liaise with affiliates to ensure quarterly hosting invoices are submitted in a timely fashion, review invoiced costs against corresponding signed hosting agreement, create Payment Authorization Form, seek approval from budget holder.
- Maintain hosting dashboard.
- Ensure the legal database is updated on a timely basis as per above contracts.
Supply Chain Management system
- Support on the implementation and ongoing use of procurement systems by:
- Providing training to new staff members (if required), as a 1:1 coaching or classroom style training.
- Coordinate programme management to ensure that duplicate books/document templates are in order and on standby for use in the event of system failure.
- Document any bugs found in the system and send to the relevant contact in via the agreed support line.
- Check that system is being used consistently by reviewing transactions entered in production instance on a weekly basis.
- Train Requesting Offices on their role in the Procurement Process
General Business Support
- Monitor screening@oxfam.orgto ensure requests from OIS colleagues, including screening of all staff and suppliers, is undertaken on a timely basis and within 5 working days
- Maintain OIS screening database
- Liaise with Risk and Assurance team to maintain up to date access to affiliate screening folders on Box
- Ensure appropriate document management on Box and be an information source for policies, guidelines and good practice within finance
Reporting
• Status updates of orders for both country and regional requests (scheduled every fortnight).
• Prepare and submit monthly procurement expenditure and narrative report.
ESSENTIAL
- Professional experience
- Appropriate education and qualification
- Experience being part of a Logistic, administration, Legal or Business Support team
- Experience in basic finance, accounts, and data entry
- Experience in basic procurement and legal filing and administration
- Experience with an ERP finance system, Dynamics 365 preferred
- High levels of computer literacy with advanced proficiency in MS Excel
- Competencies (Knowledge or Experience)
- Self-Awareness
- Decisiveness
- Mutual accountability
- Relationship building
- Required qualifications or experience
2.3.1. Essential Skills
- Excellent interpersonal, written, and verbal communication skills
- Time management skills
- Initiative, analytical, organizational, and problem-solving skills
- Excellent attention to detail
2.3.2. Personal Attributes
- Ability to deliver accurate and timely work
- A high level of self-motivation and be able to work with limited supervision
- Capacity to balance work demands with other life needsand to model an appropriate workstyle to other colleagues
- Understanding of and commitment to Oxfam ‘s development philosophy, principles, and objectives
- Understanding of and commitment to adhere to equity, diversity, child safe and staff health and wellbeing principles
- Flexibility to work on standard hours may be required to engage with and support stakeholders across multiple time zones.
- Based in Nairobi, Oxford, or other suitable location
Desirable
- Experience working in a culturally and linguistically diverse environment
- Experience with a business intelligence tool
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 prioritize 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.
How to apply
Please Submit Your CV and Cover Letter as one Document and upload it here https://oxfam.app.box.com/f/cb92d6d2951c4cbeaf6d0f65bd794c98
