About Oxfam
Oxfam is a global movement of people who won’t live with the injustice of poverty. Together we save and rebuild lives in disasters. We help people build better lives for themselves. We speak out on the big issues that keep people poor, like inequality, discrimination against women, and climate change. And we won’t stop until every person on the planet can live without poverty.
Oxfam GB is a member of the international confederation Oxfam.
OUR TEAM
The Baghdad office is a support office to the entire country program. It takes a lead role on access, visas, travel arrangements and liaison. The staff support program team in Anbar, Missan and Baghdad and at times provide representation and facilitate approvals for additional programming areas across the country.
Job Purpose
To provide support to the administration and liaison tasks in the Baghdad office, temporary cover on tasks supporting the senior logistics officer and the safety and security coordinator, a lead role on visa follow up for international staff, base support, and management of the guesthouse.
Core Details
|
Location: |
Baghdad |
|
Our package:
Internal Grade: |
As per Oxfam Salary Scale
D2 |
|
Contract type: |
Fixed Term |
|
Hours of work: |
. 40 hours per week. This is a full-time role; however, Oxfam offers various flexible arrangements that candidates can discuss with the Recruiting Manager at the interview stage |
|
This role reports to: |
Senior Logistics Officer |
|
Staff reporting to this post: |
Cleaner |
|
Annual budget for the post: |
|
|
Key relationships/interactions: |
Program teams |
|
DBS checks (for roles based in the UK): |
Please specify the level of DBS check. If not, please type N/A. |
|
Screening checks: |
All successful candidates will be screened through Refinitiv World-Check One to comply with counter terrorism and financial sanctions regulations. |
key Responsibilities
Responsibilities and Accountabilities
Administration:
- Coordinates and supports the Logistics officer in terms of raising requisitions forms, preparing payment request, and other relevant documents regarding purchasing office and Administration requirements
- Lead person on Health and Safety and ensures that H&S standards in the programme meet Oxfam Standards
- Makes travel and accommodation arrangement for staff and visitors coming to Baghdad and travelling to the field in close liaison with the Logistics and Admin team.
- Responsible for the entire office filing; advises on appropriate document filing and retrieval systems for all project documents and archiving.
- Makes sure all OXFAM premises (Office(s) and Guesthouses) in Baghdad are well organized, functioning well and make sure that they are clean and tidy at all times.
- . Reports issues of repairs and maintenance in the office and GHs to logistics on time and follow up to make sure the problem is fixed.
- Coordinates with Logistics and line managers regarding office space for newcomers.
- Make sure office facilities (desk, chair, stationary....etc) are provided for newcomers before their starting date with OXFAM.
- Manages cleaning staff and make sure there are enough office supplies (cleaning and kitchen materials and stationary) available in the office and GHs.
- Ensure timely provision of communication charges (Mobile cards etc.) to all staff
- co-ordinate and maintain staff administrative records such as staff mobile phones sim cards and mobile phone credit cards
- Updates and maintain internal staff contact lists for Baghdad and Anbar
- Ensure office equipment is properly maintained and serviced
- Manages the guesthouse coordinating with travellers on dates and availability
- Ensure guesthouse is properly maintained and serviced
- Support on paper works and approvals for expenditures as necessary
Liaison:
- Liaises with the lawyers for visa and residence permits in close consultation with the Program Manager and Country HR & Admin Manager.
- Coordinate with the lawyer and logistic officer and arrange for blood tests and visa validation
- Assist PM/Country HR and Admin manager in collecting/completing relevant documentation for visa etc. deepening on need
- Keep an up to date tracker for all visa’s and ensure visas are applied for with adequate processing time before expiry
- Liaises with relevant ministries/directorates and assist PM and program team in processing and securing relevant approvals for the program in Baghdad, Anbar and Salah Aldin and Missan
- Work closely with senior safety and security coordinator and access focal points in Erbil, Diyala, Kirkuk, Anbar, Salah Aldin and Ninewa to update the access documents
- At times support to process access documents for monthly and occasional access from JCMC (Joint coordination and monitoring centre)
- To take up any other responsibility that may be assigned by the line manager
Other:
- Cover tasks as delegated in absence of Senior Logistics Officer and Safety and Security Coordinator
- Field travel may be required up to 40%
- Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women's rights
- Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles
Skills, experience and knowledge
Essential
- Bachelor level degree in business administration or equivalent, with at least 2-3-year experience in a similar post/level with NGOs/INGOs or a reputable company. (E)
- Experience in liaison with government entities (E)
- Knowledge of visa processes and requirement in the context of Iraq will be an asset
- Ability to maintain confidentiality. (E)
- Proven organisational and administration skills. (E)
- Problem-solving and analytical skills. (E)
- Good level of knowledge of Microsoft office. (E)
- Good verbal and written English language skills (E)
- Ability to work under pressure in a sometimes-difficult circumstance, and to work with diverse teams (E)
- Willingness and ability to travel as and when necessary. (E)
Key Attributes
- Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the 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 come into contact with Oxfam are as safe as possible
Organisational Values
- Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions
- Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen
- Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences
Note to candidates: Shortlisted candidates will be assessed on our organisational values and attributes at the interview stage. The successful candidate(s) will be expected to adhere to our code of conduct. We encourage candidates to read and understand our code of conduct here.
FOR INTERNAL USE ONLY:
JOB FAMILY: BUSINESS SUPPORT / ADMINISTRATION
DIMENSIONS:
- Manages moderate amounts of cash and/or equipment.
- Some limited line management or informal supervision of volunteers and F level employees.
- Draw from a number of information sources to inform individual and group decisions.
- Solves basic problems which have some variety, and takes decisions based on a number of possible options.
- Communicates widely within the department, with some Oxfam contacts and/or wider external contacts.
- Contributes to the development of improvements to the department's services, procedures and systems.
OXFAM LEADERSHIP COMPETENCY FRAMEWORK - For your infortmation only. Please use criteria in the ‘skills, experience and knowledge’ section to demonstrate your suitability for the role.
|
Competencies |
Description |
|
Decisiveness |
We are comfortable to make transparent decisions and to adapt decision making modes to the context and needs. |
|
Influencing |
We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organization We spot opportunities to influence effectively and where there are no opportunities we have the ability to create them in a respectful and impactful manner. |
|
Humility |
We put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization. |
|
Relationship Building |
We understand the importance of building relationship, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organization. |
|
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. |
|
Mutual Accountability |
We can explain our decisions and how we have taken them based on our organizational values. We are ready to be held to account for what we do and how we behave, as we are also holding others to account in a consistent manner. |
|
Agility, Complexity, and Ambiguity |
We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of 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. We focus on cyclical rather than linear cause and effect. By consistently practicing systems thinking we are aware of and manage well unintended consequences of organizational decisions and actions. |
|
Strategic Thinking and Judgment |
We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values. |
|
Vision Setting |
We have the ability to identify and lead visionary initiatives that are beneficial for our organization and we set high-level direction through a visioning process that engages the organization and diverse external stakeholders. |
|
Self-Awareness |
We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes. |
|
Enabling
|
We all work to effectively empower and enable others to deliver the organizations goals through creating conditions of success. We passionately invest in others by developing their careers, not only their skills for the job. We provide freedom; demonstrate belief and trust provide appropriate support. We give more freedom and demonstrate belief and trust, underpinned with appropriate support. |
About Oxfam
Oxfam is a global movement of people who won’t live with the injustice of poverty. Together we save and rebuild lives in disasters. We help people build better lives for themselves. We speak out on the big issues that keep people poor, like inequality, discrimination against women, and climate change. And we won’t stop until every person on the planet can live without poverty.
Oxfam GB is a member of the international confederation Oxfam.
OUR TEAM
The Baghdad office is a support office to the entire country program. It takes a lead role on access, visas, travel arrangements and liaison. The staff support program team in Anbar, Missan and Baghdad and at times provide representation and facilitate approvals for additional programming areas across the country.
Job Purpose
To provide support to the administration and liaison tasks in the Baghdad office, temporary cover on tasks supporting the senior logistics officer and the safety and security coordinator, a lead role on visa follow up for international staff, base support, and management of the guesthouse.
Core Details
|
Location: |
Baghdad |
|
Our package:
Internal Grade: |
As per Oxfam Salary Scale
D2 |
|
Contract type: |
Fixed Term |
|
Hours of work: |
. 40 hours per week. This is a full-time role; however, Oxfam offers various flexible arrangements that candidates can discuss with the Recruiting Manager at the interview stage |
|
This role reports to: |
Senior Logistics Officer |
|
Staff reporting to this post: |
Cleaner |
|
Annual budget for the post: |
|
|
Key relationships/interactions: |
Program teams |
|
DBS checks (for roles based in the UK): |
Please specify the level of DBS check. If not, please type N/A. |
|
Screening checks: |
All successful candidates will be screened through Refinitiv World-Check One to comply with counter terrorism and financial sanctions regulations. |
key Responsibilities
Responsibilities and Accountabilities
Administration:
- Coordinates and supports the Logistics officer in terms of raising requisitions forms, preparing payment request, and other relevant documents regarding purchasing office and Administration requirements
- Lead person on Health and Safety and ensures that H&S standards in the programme meet Oxfam Standards
- Makes travel and accommodation arrangement for staff and visitors coming to Baghdad and travelling to the field in close liaison with the Logistics and Admin team.
- Responsible for the entire office filing; advises on appropriate document filing and retrieval systems for all project documents and archiving.
- Makes sure all OXFAM premises (Office(s) and Guesthouses) in Baghdad are well organized, functioning well and make sure that they are clean and tidy at all times.
- . Reports issues of repairs and maintenance in the office and GHs to logistics on time and follow up to make sure the problem is fixed.
- Coordinates with Logistics and line managers regarding office space for newcomers.
- Make sure office facilities (desk, chair, stationary....etc) are provided for newcomers before their starting date with OXFAM.
- Manages cleaning staff and make sure there are enough office supplies (cleaning and kitchen materials and stationary) available in the office and GHs.
- Ensure timely provision of communication charges (Mobile cards etc.) to all staff
- co-ordinate and maintain staff administrative records such as staff mobile phones sim cards and mobile phone credit cards
- Updates and maintain internal staff contact lists for Baghdad and Anbar
- Ensure office equipment is properly maintained and serviced
- Manages the guesthouse coordinating with travellers on dates and availability
- Ensure guesthouse is properly maintained and serviced
- Support on paper works and approvals for expenditures as necessary
Liaison:
- Liaises with the lawyers for visa and residence permits in close consultation with the Program Manager and Country HR & Admin Manager.
- Coordinate with the lawyer and logistic officer and arrange for blood tests and visa validation
- Assist PM/Country HR and Admin manager in collecting/completing relevant documentation for visa etc. deepening on need
- Keep an up to date tracker for all visa’s and ensure visas are applied for with adequate processing time before expiry
- Liaises with relevant ministries/directorates and assist PM and program team in processing and securing relevant approvals for the program in Baghdad, Anbar and Salah Aldin and Missan
- Work closely with senior safety and security coordinator and access focal points in Erbil, Diyala, Kirkuk, Anbar, Salah Aldin and Ninewa to update the access documents
- At times support to process access documents for monthly and occasional access from JCMC (Joint coordination and monitoring centre)
- To take up any other responsibility that may be assigned by the line manager
Other:
- Cover tasks as delegated in absence of Senior Logistics Officer and Safety and Security Coordinator
- Field travel may be required up to 40%
- Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women's rights
- Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles
skills, experience and knowledge
Essential
- Bachelor level degree in business administration or equivalent, with at least 2-3-year experience in a similar post/level with NGOs/INGOs or a reputable company. (E)
- Experience in liaison with government entities (E)
- Knowledge of visa processes and requirement in the context of Iraq will be an asset
- Ability to maintain confidentiality. (E)
- Proven organisational and administration skills. (E)
- Problem-solving and analytical skills. (E)
- Good level of knowledge of Microsoft office. (E)
- Good verbal and written English language skills (E)
- Ability to work under pressure in a sometimes-difficult circumstance, and to work with diverse teams (E)
- Willingness and ability to travel as and when necessary. (E)
Key Attributes
- Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the 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 come into contact with Oxfam are as safe as possible
Organisational Values
- Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions
- Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen
- Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences
Note to candidates: Shortlisted candidates will be assessed on our organisational values and attributes at the interview stage. The successful candidate(s) will be expected to adhere to our code of conduct. We encourage candidates to read and understand our code of conduct here.
FOR INTERNAL USE ONLY:
JOB FAMILY: BUSINESS SUPPORT / ADMINISTRATION
DIMENSIONS:
- Manages moderate amounts of cash and/or equipment.
- Some limited line management or informal supervision of volunteers and F level employees.
- Draw from a number of information sources to inform individual and group decisions.
- Solves basic problems which have some variety, and takes decisions based on a number of possible options.
- Communicates widely within the department, with some Oxfam contacts and/or wider external contacts.
- Contributes to the development of improvements to the department's services, procedures and systems.
OXFAM LEADERSHIP COMPETENCY FRAMEWORK - For your infortmation only. Please use criteria in the ‘skills, experience and knowledge’ section to demonstrate your suitability for the role.
|
Competencies |
Description |
|
Decisiveness |
We are comfortable to make transparent decisions and to adapt decision making modes to the context and needs. |
|
Influencing |
We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organization We spot opportunities to influence effectively and where there are no opportunities we have the ability to create them in a respectful and impactful manner. |
|
Humility |
We put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization. |
|
Relationship Building |
We understand the importance of building relationship, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organization. |
|
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. |
|
Mutual Accountability |
We can explain our decisions and how we have taken them based on our organizational values. We are ready to be held to account for what we do and how we behave, as we are also holding others to account in a consistent manner. |
|
Agility, Complexity, and Ambiguity |
We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of 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. We focus on cyclical rather than linear cause and effect. By consistently practicing systems thinking we are aware of and manage well unintended consequences of organizational decisions and actions. |
|
Strategic Thinking and Judgment |
We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values. |
|
Vision Setting |
We have the ability to identify and lead visionary initiatives that are beneficial for our organization and we set high-level direction through a visioning process that engages the organization and diverse external stakeholders. |
|
Self-Awareness |
We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes. |
|
Enabling
|
We all work to effectively empower and enable others to deliver the organizations goals through creating conditions of success. We passionately invest in others by developing their careers, not only their skills for the job. We provide freedom; demonstrate belief and trust provide appropriate support. We give more freedom and demonstrate belief and trust, underpinned with appropriate support. |
Our values and commitment to safeguarding
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 committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.
All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.
We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.
How to apply
As part of your online application, please upload your up to date CV and a covering letter explaining your suitability against the essential criteria in the job profile.
https://jobs.oxfam.org.uk/vacancy/13575/description
About us
Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.
Oxfam GB is a member of international confederation of 19 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries.
In response to Covid-19 if you are offered a role where you are required to travel between countries please ensure you have been briefed by the Hiring Manager about any changes to working or precautions you should take as part of your role.
Documents
