Management Assistant at Oxfam

Internal Job Grade: D1- national
Contract type: 1 Year Fixed Term
Job Family: Management Support
Reporting to: Country Director
Staff reporting to this post: None

Job Purpose

• The Management Assistant supports the Country Director in carrying out complex tasks of linking the Programs, Logistics, Human Resources, and Business Support Units ensuring affective relationship; and providing summary reports, opinions and recommendations for performance improvement.
• The post holder will also oversee a high standard public and stakeholders’ reception and representation for Oxfam in Nigeria.

Job Responsibilities

• Serve as the critical link between the Programs, Logistics and Business Support Units and providing summary reports and opinions on the units’ operations to the Country Director for decision-making.
• Support the Country Director by coordinating donors and partners’ relations.
• Assist the management team in organizing, planning, and implementing strategies.
• Provide support and solutions to the Country Director regarding organizational needs and requests for the running of the daily operations.
• Oversee front office clients’ reception, and public liaison, ensuring high standard reception, image and representation
• Compose work-related reports that support effective relationship management and a high standard of documentation and record keeping.
• Write and present results and opinions in a clear and intelligible way so they are comprehensible to targeted audience.
• Maintain an effective internal communication system among the management team and managers.
• Support Oxfam’s business development initiatives.
• Perform other relevant tasks such as filing, typing up reports and maintaining mail correspondence as may be assigned by the Line Manager.

Job Requirements
Education:

• A minimum of Master's Degree in Public Health, Psychology, Nursing, Project Management, Organizational Development, or other relevant field is required.

Skill Set:

• Excellent interpersonal and communication skills.
• Good organising and documentation skills.
• Able to work in a diverse team.
• Strong management and organizational skills.
• Exceptional time management abilities, including managing multiple calendars
• Good administrative skills, including filing and document organization.
• Excellent communication, including writing, email and memo creation, interpersonal communication, and customer service skills.
• Great active listening skills.
• Basic computer literacy and troubleshooting abilities.
• Fast problem-solving abilities.
• Teamwork and collaboration.

Desirable:
Key Attributes:

• Must be able to deal with donors, clients, partners in a professional and courteous manner and work under high pressure.
• Must be able to establish excellent relationship at various levels.
• Must be comfortable interacting with high-level officials and must be able to communicate clearly when dealing with a wide variety of people at all levels, as the employee will be required to speak with authority, negotiate, and directly influence people's decisions.
• Must be very proactive as s/he will be expected to work largely on s/he’s own initiative and must work well under pressure and with a varied and constantly changing workload.
• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as commitment to equal opportunities.
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.
• Commitment to Oxfam’s safeguarding policies to ensure all people who meet Oxfam are as safe as possible.
• Fluent in both written and spoken English
• Knowledge of Oxfam policies, procedure, and systems.

Key Behavioural Competencies
Competencies / Description
Influencing:

• We can engage with diverse stakeholders in a way that leads to increased impact for the organisation
• We spot opportunities to influence effectively and where there are no opportunities, we could create them in a respectful and impactful manner.

Relationship Building:

• We understand the importance of building relationship, within and outside the organization.
• We could engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organisation.

Agility, Complexity, and Ambiguity:

• We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with many elements interacting in diverse and unpredictable ways.

Systems Thinking:

• We view problems as parts of an overall system and in their relation to the whole system, rather than reacting to a specific part, outcome, or event in isolation.
• By consistently practicing systems thinking we are aware of and manage well unintended consequences of organizational decisions and actions.

Listening:

• We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear and consider different preferences.