Re- Advert Partnership Support and System Administrator Officer
Date: 19 Jun 2024
Oxfam is a global movement of people working together to end the injustice of poverty.
Together we save, protect and rebuild lives. And we won’t stop until every person on the planet can defeat poverty or any type of inequality or discrimination.
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.
All our work is led by three core values: Empowerment, Accountability, Inclusiveness. To read more about our values please click here.
The Country Office in Hargeisa, Somaliland is currently recruiting a:
Partnership Support and System Administrator Officer
Internal& External Advert
Fulltime / 40 hours a week
Contract length: One year with possibility of extension
Location: Hargeisa, Somaliland with 50% travel to operational areas across Somalia.
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 organisational 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
- Organise 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.
Technical Skills, Experience & Knowledge
Knowledge and Skills:
- Bachelor Degree in MIS, IT, BIT or any related field.
- 3 – 4 years of experience preferably in systems and program Admin eg. Adobe, SAP, etc
- Previous work experience in working as partner support focal point with INGOs
- 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 multitask
- Organisational skills
- Self-organised
- Highly developed Computer end user skills
- Interpersonal skills
- Management information skills
- Communication skills
Application Procedure:
Please send your application of the position by clicking Apply Deadline on 1.07.2024 and include your motivation letter and cv quoting “Application of Partnership Support and System Administrative Officer” as the subject heading. Application Deadline on 1 of July 2024, However, Applications will be shortlisted as we receive them, and interviews will be carried out if necessary, before the end date. Therefore, qualified candidates are encouraged to apply as soon as possible and before the deadline.
Only shortlisted candidates will be contacted. Internal candidate will assest first before external candidates.
We are committed to ensuring diversity and gender equality within our organization.
Oxfam aims to attract great talent that not only fits the job but also Oxfam’s high standard of values and principles, who shares and demonstrates Oxfam’s commitment to prevent and eradicate any type of misconduct including sexual harassment, exploitation and abuse, any other type of misuse of power or lack of integrity and financial misconduct. We are committed to promoting the welfare of children, young people, and adults. 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, or integrity screenings/references relating to misconduct and disciplinary actions in prior employment.
