Admin and Office Manager at Oxfam

Location: Maiduguri, Borno
Reports To: HR Manager
Staff reporting to this post: Admin Officer, Admin Assistants/Cleaners
Grade : C2 National
Duration: 6 months contract with possibility of extension

Team Purpose

• To provide efficient, timely and cost effective administrative support to the North East Humanitarian Programme.

Job Purpose

• Overall management of office and administration function to ensure that it adheres to Oxfam policies, procedures and delivers timely and cost effective services.

Job Dimensions

• Maintain and manage the development of improvements to the department's services, procedures and systems line management or supervision of level D/E/F employees and casual workers
• Draws from a variety of information sources to inform individual and group decisions
• Solving problems of a varied nature and resolving day-to-day problems without upward referral
• Impact of this role is significant within the department and may have wider, organisational impact

Key Duties and Responsibilities
Legal and Compliance:

• Maintain Oxfam’s legal registration in Borno State (?) and ensure legal compliance
• Liaise in Abuja office and Maiduguri Immigration on various legal matters such as visa/work permit/residency
• Ensure that all Oxfam offices and facilities have appropriate government registration and fulfil with the official requirement (i.e. fire inspection, municipal legislation, property tax clearance)
• Ensure compliance with national legislation for staff (visa on arrival, working permit and residency?
• Provide clarity and advice on visa extensions and fees based on staff nationality

Travel Arrangements:

• The Admin Manager is responsible to supervise the Admin Officer ensuring all travel arrangements are made in timely and appropriate ways for the full response team of 190 staff

External Relations:

• Act as a focal point for external meetings and events in Maiduguri, NE Borno State
• Act as a focal point for the new staff, internal and external visitors to their visa on arrival request Ensure that visitors receive the necessary administrative support before and during their stay (security briefing, welcome pack, emergency contact list etc) Ensure the respect of Oxfam procedures for visitors

Team Building and Management:

• Managing the administrative team (admin officer, admin assistants (2), receptionist, cleaners (7)
• Provide overall leadership to the administration team and ensure the team has clear objectives.
• Capacity building with the Admin team.
• Ensure effective individual performance management within the admin team
• Maintain and manage the development of improvements to the Admin department’s services, procedures and systems
• Take the lead on the organisation of social activities for the staff
• Ensure implementation of Oxfam’s Gender, Diversity and Equal Opportunities Policy contribute to the sustainable organisational development which is Gender awareness and sensitivity.
• Perform other tasks requested by the HRM and HPC.

Office Management:

• Management of office rental contracts as well as other necessary service and maintenance contracts relating to office facilities and administrative services
• Maintain a secure and conducive working environment in Oxfam offices
• Supervises the Admin Assistant and Cleaners to ensure cleanliness and tidiness of the office
• Ensure that office equipment is appropriate, adequate and operates effectively
• Ensure that office and administrative supplies are monitored and used effectively

Accommodation Management:

• Act as focal point for the allocation of rooms in the shared guest houses
• Ensure property management and the general maintenance of the shared guest houses
• Coordinate with landlord to ensure timely repair and assistance
• Ensure availability of guest houses and room keys
• Supervise the timely hotel room reservations when needed

Health, Safety and Security:

• Coordinate with the HR manager to ensure the implementation of policies, systems and procedures
• Ensure the first aid kits, fire extinguisher, Oxfam guest house rules, contact list are updated
• Ensure liaison with security officer for the security assessments and briefings
• Ensure that Hibernation kit items are in good condition (frequent check of expiration date and replacement for healthy consumption).

Skills and Competencies

• Proven written and verbal communication skills in English and Hausa (desirable).
• Be client oriented
• Computer literacy - email/internet/ word processing/spreadsheet skills are essential
• Be proactive, take initiative and work with minimal supervision
• Minimum of 3 years of experience in administration and office management
• Excellent communication, negotiation and interpersonal skills
• Strong organisational skills and attention to details
• Knowledge of Oxfam procedures or the capacity to acquire this knowledge
• Ability to cope with change
• Capacity to work in a team under pressure and the ability to prioritise a complex workload and to work to tight deadlines
• Sensitivity to cultural differences, and the ability to work in a wide variety of cultural contexts
• Sympathy with the aims and objectives of Oxfam and commitment to Oxfam’s equal opportunity and gender policies.
• Confidentiality, tact, diplomacy

Applicants shouldsend theirapplication letter and Curriculum Vitae as one attachment in English to: vacancies-nigeria@oxfam.org with the position title as the subject of your email. 

Note

• Prospective candidate must be available and willing to commence work immediately.
• Applications sent in the required format will be considered and only short listed candidates will be contacted.