Job Purpose – Key Responsibilities and Accountabilities
This is a key post in the Office, as the post holder will usually be the first point of contact with the public, either via the telephone or face to face with visitors coming to the office. The post holder must therefore be an excellent communicator both in French and English and able to deal with visitors and staff with tact and courtesy and provide administrative support.
Primary Responsibilities :
- Answer all telephone calls in a pleasant and professional manner: answer general questions, redirect calls, take messages, and transfer them to the appropriate staff members.
- Receive visitors to the Office be the first point of contact, provide pertinent information or direct them or arrange an appointment with the relevant staff member.
- To be responsible for receiving, registering, acknowledging and distributing contents of mail packets and faxes
- To ensure mail boxes are updated with current staff names
- Maintain and update staff telephone directory
- Make a strict follow-up of the guest house
- Provide significant support in office management
- Provide support for the development of Partner supports and their archiving
- Write routine administrative correspondences and provides general administrative and secretarial support to the country team as needed
- Provide office support for workshop preparation and activities
- Provide office support for purchase of small office furniture, supplies and stationery
- Provide office support for staff missions
- Handle petty cash and related manual book of expenses
- Perform other reasonably related duties assigned by the Administrative Officer and/or Finance and Admin Manager
- EXPECTATIONS FOR THE POSITION:
S/he will work effectively and collaboratively in support of building a team-based culture of work, will perform all duties appropriately for a multi-cultural environment, treating all persons with dignity and respect, and will be familiar with and committed to Oxfam America mission and goals.
Technical Skills, Experience & Knowledge
- Baccalaureate and a degree in secretariat, business administration, anthropology, or social sciences studies,
- At least 2 years relevant employment experience with an exposure to various audience or public
- Proficient with Microsoft Office
- Financial and numeracy skills
- Fluency in written and spoken French and English is essential.
- Excellent organizational ability and attention to detail
- Good communication and interpersonal skills, including being able to deal with multiple demands while keeping a good sense of humor
- Excellent interpersonal and written communication skills; able to represent Oxfam’s work to others.
- The ability to use appropriate styles and methods of communication to ensure a professional yet personal customer service
- Ability to handle sensitive and confidential information in a discreet and professional manner
- Ability to build effective working relationships with others – at all levels of the organization
- Ability to organize multiple tasks, prioritizing and/or finding alternative solutions when appropriate
- Proven ability to manage own emotions, remain calm, focused and organized and to deliver results on time when under pressure and with rapidly changing circumstances
- Pleasant and helpful manner, on the phone as well as face to face.
- A commitment to the aims of Oxfam, equal opportunities and gender equity.
- A team player, who works well in a multi-cultural environment, communicate readily and shares learning with colleagues and partners
- Ability to work under pressure and preparedness to work long hours when needed
- Ability to handle sensitive and/or confidential information appropriately
- Ability to work as a member of a team, while at the same time demonstrating the ability to work independently
Key Behavioural Competencies ****delete as appropriate*** (based on Oxfam’s Leadership Model)
We are comfortable to make transparent decisions and to adapt decision making modes to the context and needs.
We have the ability to 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 have the ability to create them in a respectful and impactful manner.
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.
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 organisation.
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.
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.
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 organisational 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.
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.
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.
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.