Oxfam is a global movement of people working

together to end the injustice of poverty.

Administrative Officer
Employment Term: Fixed Term (Until 31 Dec 2021)
Level: D2, National
Location: Sittwe, Rakhine State
Closing Date: 25 December 2020

The Role:

Oxfam is looking for Administrative Officer.

Job Purpose:
To be responsible and accountable for the day-to-day operation related to a defined accounting area.
To provide financial support function to the project team, field offices and response activities.

Key Responsibilities:
Administrative Activities
General administrative and government liaison:
• Assist Government Liaison Coordinator for preparation of monthly report for Counterpart
Government Ministries and the report will be sent to Yangon Admin team.
• Maintain and update manuals, files and office records.
• Provide monthly report to Sr. Finance and Admin Officer and Operation Field Coordinator.
• Ensure appropriate care and maintenance of office equipment, furniture.
• Maintain and update accommodation rent contract for all relocated and international staffs
• Ensure accommodation rent contract are done in accordance with Oxfam standard (eg stamp duty,
Form C)
• Ensure accommodation rent payment process are done in line with Oxfam policy
• Ensure all the payments of government bill (electricity, telephone and internet, etc.) are done in
timely manner.
• Liaison with relevant Oxfam offices, government offices and service providers for the timely
arrangement of necessary permits, travel documentation for local and international travels
• In coordination with Oxfam different departments, organize necessary logistics for meetings such
as invitation, confirmations, venue etc
• Ensure and maintain to have Healthy working environment in Sittwe Office as minimum Oxfam’s
health and safety standard
• Induction all joiners on health & safety standard together with HR Officer
• Organise arrangements for office activities/events such as meetings and training workshops.
• Manage incoming/outgoing correspondences (letters, documents, faxes, and courier) and other
materials including registering, quick distribution and filing those records.
• Ensure to maintain and update the office diary, notice boards, staff contact list, INGOs & LNGO
contact list from time to time.
• Communicate team activities, visitors’ information and other relevant information to respective
stakeholders.
• Manage and coordinate his/her line staffs (Cleaners/Cook) by weekly or monthly Meeting.as
required
• Monitoring the performance of his/her line staffs (Cleaners/Cook) by checking cleaning and their
duty roaster.
• Provide supporting in time Guest House Maintenance by checking and coordinating staffs who
stays in Guest House
• Organize quickly respond on requesting required activities from staffs.
• Filling in time required materials provided from Oxfam in both Office and All Guest Houses
• Distributing in time monthly Mobile Cards to all staffs
• Provide support by undertaking any other additional functions and responsibility as delegated by
Sr. Finance and Admin Officer or Operation Field Coordinator.
• Ensure necessary administrative support is provided to ensure the smooth running of the office and
guest house any action needed is taken in timely manner.
• Handle other ad hoc administrative issues and solve quickly.
• Perform other functions as may be reasonably required
• Maintain all administrative things are in line with Oxfam’s standard policy and procedures

Travel Arrangement:
• Organize travel arrangement (flight, hotel booking, travel insurance) for team and visitors and
ensure to support in efficient manner (i.e.; timely confirmation, ticket availability and cost effective)
• In coordination with Oxfam different departments, suppliers, organize necessary logistics for
making Service contract with travel agents and hotels by yearly and as necessary
• Maintain and update manuals, files and office records (service contract with hotel and travel agent,
flight carbon emission, flight purchasing record, payment record, staff movement)

Financial administration activities:

• Petty cash administration including making/receiving payments and ensuring supporting
documents are in place (quotes, payment vouchers, invoices, receipts etc.).
• Prepare payment request for the expenditure.
• Prepare payment request in time for the expenditure which related with Travel arrangement (flight,
visa fees, bus ticket, hotels, etc.,) in accordance with Oxfam expense policy
• Coordinate with Finance Team in outside supplier payment and Camp field trip

Logistics:
• Purchase office supplies, stationery stocks and maintain proper records.
• Assist in servicing and maintaining of office equipment.
• Coordinate with Logistic team in regular inventory checks.

People Management:
• Line-manage Cleaners/ Cook in accordance with Oxfam’s Oxfam HR policies, demonstrating high
standards of accountability and transparency.
• Manage the performance of Cleaners / Cook through objective setting, regular performance review,
managing feedbacks and regular monitor performance development plans
• Ensure attendance management are in line with Oxfam HR policies
• Create and maintain a safe working environment and ensuing policies, systems, and individual and
team work practices constantly reflect Oxfam’s values, way of working and ethics.

Other
• Eager and required to adhere to Oxfam’s principles and values (click here) as well as the
promotion of gender justice and women's rights (click here).
• Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff
health and wellbeing principles.

For more information regarding the position, please have a look at the Job Profile here.
What we are looking for:
Skill and Competence:
• Bachelor’s degree holder with two years proven experience on Administrative skills
• Ability to implement Oxfam's policy and procedures
• Ability to use judgement on routine functions, and work with minimal supervision
• Ability to priorities own workload, to work independently and to work to meet deadlines.
• Diplomacy, negotiation and good interpersonal skills, together with the capacity to remain calm
under pressure and not lose sight of priorities.
• Ability to manage multiple requests and to liaise with different teams/ activities.
• Proven ability to be flexible in demanding situations and able to work in a multi culture environment.
• Well-developed coordination skills within and across the team
• Knowledge and experience of using of MS Word, Excel, Email and Internet
• Work flexible working hours as required.
• Good communication skills particularly in Myanmar language.
• Good spoken and written English will be an asset.
• Committed to equal opportunities (e.g. gender, race, disability).
• Understanding of and commitment to humanitarian work.
• High level of initiative.
• Coaches junior and peer staff.
• Keeps up-to-date with internal or external activities that may influence role.
• Anticipates outcomes of activities and uses initiative to keep these activities on course.

Your commitment to Oxfam

• 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
What we offer:
Oxfam aims to recruit and retain diverse, passionate people who have the necessary skills, knowledge
and commitment to meet our vision. We offer a competitive salary and a range of additional benefits to
staff including flexible working options, generous pension scheme, annual leave, additional leave
allowances, company sick pay, life assurance and a range of other benefits.

Find out more about our pay & benefits, please click here

How to apply:

To apply for this position please visit the following link;

https://jobs.oxfam.org.uk/vacancy/13383/description no later than 25 December 2020, 5 PM (Myanmar
Time).

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.
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.

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 organizations working together with partners

and local communities in the areas of humanitarian, development and campaigning, in more than 90
countries.
Only short-listed candidates will be notified.