Programme administrative officer (Oxfam in Vietnam)

Job Description

Location: Hanoi, Vietnam
Contract type: 2 years with possible extension
Internal job grade: E1
Department and team: Programme – Oxfam in Vietnam
Annual salary: VND 212,896,577 - VND 332,372,701
Hours (FTE): 37.5/week
Role reports to: Senior Programme Manager
Roles reporting to this post: N/A
Budget responsibility: N/A
Application deadline: Tue, 2023-12-12

Background

Oxfam is a global movement of people who are fighting inequality to end poverty and injustice. There are currently 21 member organizations working in 87 countries. We have a vision of a just and sustainable world. A world where people and the planet are at the center of our economy. Where women and girls live free from violence and discrimination. Where the climate crisis is contained. And where governance systems are inclusive and allow for those in power to be held to account.

Oxfam in Vietnam believes that a reduction in poverty, injustice, and inequality will occur through the interaction between active citizens, accountable states and responsible private sector and that it is fundamental to Vietnam’s development. Oxfam in Vietnam aims to influence the current growth-based development model to shift to a Human Economy Development Model, putting people and the planet before profits.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Provide support as requested in preparation for program documentation and correspondence in the framework of the project cycle of Oxfam in Vietnam or requirements of the back donor;
Arrange and monitor the (administrative) processes of the programs in line with ISO procedures and back donor requirements; to signal deviations within the different processes and remind the relevant staff members of this;
Arrange the processes, registration and filing of the documentation and correspondence of the (core) processes, in line with applicable procedures and with the help of the automation systems;
Prepare all relevant Oxfam meetings/workshops. If needed, to record action points and/or write the minutes, and to monitor their follow-up;
Provide secretarial, administrative and organization support to assigned programs;
Organize all duty arrangements (including hotel, transport and assisting with visas) of colleagues of the project and /or other visitors travelling to and from the field;
Provide translation and interpretation supports to program activities.

PERSON SPECIFICATION

Most importantly, every individual at Oxfam International Secretariat needs to be able to:

Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here)
Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct):
- Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity.
- Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

EXPERIENCE, KNOWLEDGE & COMPETENCIES

Completed an education in secretarial, administrative or economic direction;
Proven secretarial, administrative and organizational work experience;
Excellent oral and written command of English and Vietnamese;
Good computer skills and experience with SAP or other computerized information systems;
A proactive attitude and you work systematically, you know to separate major and minor issues are accurate;
Good interpersonal and communication skills and you are a team player;
A flexible, customer-focused attitude.
Self-Awareness
Mutual accountability
Relationship building

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.

Other qualities:

Demonstrated ability to work in multi-cultural and multi-sectoral teams, collaborative attitude.
Flexibility of attitude and approach, attitude to adapt and learn by doing and experimenting new approaches and ways of working with other.

SAFER RECRUITMENT

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 promoting the welfare of children, young people and adults.

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. Offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

APPLYING

Fresh graduates who are passionate to learn and experiences about development sector are highly motivated to apply for this position. All applicants should apply through Oxfam recruitment website https://career2.successfactors.eu/career?company=OxfamNovibP by 12th December, 2023.