Shaping a stronger Oxfam for people living in poverty.

Oxfam International (OI) is a confederation of 19 organizations working together with over 3000 partners in more than 100 countries to find lasting solutions to poverty and injustice. The OI Secretariat is based in Oxford, UK and Nairobi and operates advocacy offices in Washington DC, New York, Brussels, Geneva and Addis Ababa.

Department Purpose

To work as part of Oxfam’s Pan Africa programme as a key enabler to programme’s success by aligning to support the efficient and effective delivery of programme goals.

Team Purpose

To work as part of Oxfam’s Pan Africa programme, which exists to realise the vision of a self-reliant Africa that is peaceful, democratic and responds to the rights and development needs of its people. We will do this by tackling the underlying causes of inequality and injustice to the poorest and most marginalised through our pillars of Gender Justice and Women’s Rights, Peace and Security, Economic Justice and Democratic Governance and Youth Development. In collaboration with our country programmes we identify and work with networks of social movements, CSOs and their coalitions and alliances, Pan-Africa institutions and Governments to influence, develop and implement key international and continental policies, programmes, pledges and human rights instruments. We also support a strong and autonomous pan Africa campaigning force of coalitions, alliances and social movements around their own objectives.

Job Purpose

To contribute actively to the development of Pan-Africa Program plans and strategies, which are aligned to corporate objectives and priorities. To be responsible for the implementation of financial strategies, policies and procedures and the provision of quality HR, administrative, logistics and information technology support to programme teams and other support functions within OI AU Liaison Office in Addis Ababa. To be responsible of playing the role of facilitator and relationship builder in managing Oxfam’s Pan Africa engagement in Addis Ababa, Ethiopia with the service providers and Government offices.

Job Responsibilities

Finance

• Ensure that all Finance procedures are consistent with corporate standards; and are clearly defined and understood.
• Ensure effective, timely and accurate functioning and monitoring of the complete financial systems including maintaining the completeness and integrity of data within the system, generating necessary reports and authorising monthly data compilation in the system.
• Monitor cash reserves and initiate timely fund transfer requests
• Prepare monthly cash returns, bank reconciliations and rectify any differences between OI records and bank balances
• Ensure timely settlement and reporting of floats and credit card withdrawals.
• Ensure compliance with legal requirements such as timely declaration and settlement of tax obligations
• Manage the preparation of financial reports to Donors according to set deadlines.
• Manage contract and price negotiations with office vendors, service providers and office lease
• Ensure filing systems are maintained and current
• Prepare operational reports and schedules to ensure efficiency
• Provide advice to programmes staff on key legal and financial policies and frameworks and support the facilitation of staff engagement with government offices.
• Lead and advise the Pan-Africa Director on legal and financial matters and impact on programme delivery

Human Resources

• Partner with HR to maintain office policies as necessary
• Maintaining an efficient and effective staff database, and a compliant and workable HR filing and record archiving system for Addis Ababa staff.
• Support Addis Ababa based recruitment process, includes placing adverts, where necessary taking part in the interviews.
• Responsible for ensuring that all Addis Ababa based staff are issued with contracts, coordinate renewing/revising of contracts and ensuring that this is in line with Oxfam policies and the legal framework for employment in Ethiopia.
• Maintain basic HR support service by maintaining a workable filing and record archiving system
• Organize orientation and training of new staff members
• Maintain a safe and secure working environment

Logistics

• Plan, manage and supervise procurement activities, following rules, procedures and regulations.
• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time.
• Coordinate shipping and delivery arrangements of purchased commodities and equipment and ensure preparation of invoices and supporting documentation for payment.
• Liaise with organisation-appointed inspection and superintendent firms to ensure quality control, specification conformity, volume assessment, monitoring and verification of deliveries.
• Manage and coordinate negotiations with all interested parties including contract disputes and claims.
• Coordinate and arrange timely flight and accommodations bookings and coordinate all visitor schedules within Ethiopia.
• Monitor and maintain office supplies inventory

Administration

• Manages the office supplies store; ensuring that there are adequate stocks, arrange replenishment on a timely manner and produce a monthly stock report for review.
• Establish and monitor procedures for record keeping, ensure security, integrity and confidentiality of data
• Ensure the office and surrounding facilities are properly managed and maintained in the highest hygiene standards
• Coordinate with the Business Support in the management and maintenance of an updated asset register and property insurance
• Ensure that front office is maintained in an attractive, pleasant and neat including the front desk area by ensuring that visitors to the office are handled with courteously, answering queries and providing information while being as prudent as possible.
• Ensure that the notice boards at the reception area and outside the entrance to the office, regularly display important and useful information for the attention of members of staff and visitors.

Leadership

• Implement procedural and policy changes to improve operational efficiency
• Participate actively in the planning and execution of office/programme events
• Support the Pan-Africa Director, the Head of Business and Nairobi and Programme Managers in the preparation of programme and project budgets, as well as annual budgets for Pan-Africa program

Management

• Manage direct reports to achieve strategic objectives and in their performance management cycle including review, reward and disciplinary procedures.
• Allocate tasks and assignments to subordinates and monitor their performance.
• Determine current trends and provide a review to management to act on.
• Allocate available resources to enable successful task performance.
• Custodian of all office assets.

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.

Essential

• Minimum 7 years professional work experience in a finance docket, 3 of which must be in a management/supervisory role handling similar tasks and responsibilities in an international development setting;
• Familiarity with the humanitarian sector especially the rights-based approach and a commitment to the promotion of gender
• Understanding & knowledge of donor-funded programmes practices, policies & procedures
• Ability to work effectively and to produce quality work with little upward referral
• Work accurately with attention to detail.
• Have proven record of delivering large programmes with non-governmental organisations, having delivered within strong partnership models, and knowledgeable about the contribution they can make in development and strengthening civil society
• Has good communication skills and fluent command of English both in writing and speaking.
• Have well developed interpersonal, intercultural and team skills and proven ability to be flexible and sensitive in demanding situations
• Have organisational and administrative experience and qualities.
• Gender knowledge and cultural sensitivity with a strong commitment and understanding of the values and principles of Oxfam.

Desirable

• Knowledge of local finance and tax legislation.
• Experience of developing monitoring and reporting systems
• Experience in local supply chain.

Education:

• Business degree.
• Professional qualification in ACCA, CPA, ACA or equivalent level

Experience:

• Strong knowledge of fund accounting regulations for non-profit organisations
• Experience of monitoring budgets and systems development.
• Experience of using an accounting software package
• Experience of coordinating conferences and events.
• Basic Knowledge of IT systems & packages.

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.