JOB PURPOSE:  To provide day to day pro-active and professional administrative support to the Sierra Leone country programme team ensuring a conducive working environment in the Oxfam office for all staff and visitors.  Plus, provide support to all overseas visitors to Sierra Leone.

LOCATION:  Freetown, Sierra Leone

CONTRACT LENGTH: 1 year

REPORTING LINES:

Postholder reports to: Premises and Admin Officer

Staff reporting to this post: None 

KEY RESPONSIBILITIES:

Office Administration

Act as reception focal point at all times for all visitors and enquiries to the Oxfam Freetown office – providing a professional and welcoming service

Create a welcoming and professional reception area that also represents and portrays the work of Oxfam to all external visitors

Receive and maintain accurate records of all incoming and outgoing post to and from the Oxfam office and ensure that staff receive post in a timely manner

Maintain a central stationery stock for the Freetown office that has every day items available for use at all times – regularly monitoring to ensure that stock is replenished as and when necessary in line with Oxfam storekeeping procedures

Support country programme teams to purchase additional stationery items as and when necessary

Maintain a central office supplies stock (to also feed the Oxfam Guesthouse) and undertake regular monitoring of stock levels and replenish as and when necessary, in line with Oxfam storekeeping procedures.  (e.g. cleaning items, coffee/tea supplies, cleaning equipment, office first aid kit etc)

Be the main point of contact for Oxfam’s preferred telecoms supplier (Airtel) to obtain new SIM cards and process the payment of all telecom bills

Support the HR team with the production of Staff ID, medical and business cards as and when requested

Maintain an up to date Sierra Leone office contacts list that can be accessed at all times by users

Establish a meeting room booking system and liaise with users and the cleaner to ensure that rooms are set up and ready for use at all times

Guest House and Oxfam GB visitors support

Providing service and act as the main point of contact in arranging travel tickets and accommodation for office visitors, staff & workshops

Assist when necessary with the processing of visa applications for visitors to the Sierra Leone office and for Sierra Leone staff travelling overseas for work purposes

Ensure the Oxfam Guest house is well maintained at all times and act as a point of contact for all guests to address any concerns

Ensure that the Guest house is stocked at all times with necessary amenities (eg. Cleaning equipment, linen, drinking water etc)

Maintain an accurate guest house register at all times and liaise with finance to undertake re-charging to internal budget codes when appropriate

Ensure all travel associated invoices are processed in a timely manner and to avoid delay in payments at all times

Liaise with logistics to support the identification of Preferred Suppliers wherever possible

General Duties

As and when needed provided general administrative support to country programme team for event arrangements, ad hoc admin support during busy periods

At all times maintain an orderly and efficient filling system – both manual and electronic that can be readily accessed by key colleagues at all times

SKILLS AND COMPETENCIES:

Diploma in Business Administration and/or up to 2 years experience in a similar office administration support role

Computer literacy – familiar with Microsoft Office and Email packages

Good organisation skills and able to multi task to meet deadlines

Fluency in written and spoken English

Ability to communicate clearly – both verbally and written

Email: An up to date CV and cover letter can be emailed to  sierraleonerecruitment@oxfam.org.uk (please include your name and position applying for in the subject heading of the email)

Postal: Paper applications (CV & Cover letter) can be addressed to Oxfam GB Human Resources, 15 Sir Samuel Lewis Road, Freetown

In order to meet compliance with rules and regulations of the Ministry of Labour and Social Security, all applicants must have a valid Labour Card and should submit a copy of their application to the NGO desk office of the Ministry of Employment and Social Secruity, New England.

Oxfam is committed to ensuring diversity and gender equality within our organization, women are strongly encouraged to apply.

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.

 

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