JOB DETAILS

LOCATION: Vientiane, Lao PDR

CONTRACT TYPE: 1-year fixed term

JOB FAMILY: Admin/Logistic

ONE OXFAM GRADE: n/a

DEPARTMENT: Business Operations 

TEAM: Business Operations

SALARY: N/A (Monthly Stipend Only)

HOURS: (FTE)

FLEXIBLE WORKING

We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you.

COMMITMENT TO DIVERSITY AND INCLUSION

We are committed to ensuring diversity, equity, inclusion and representation within our organization. We believe in equality of opportunity regardless of race or racial group [including colour, nationality, ethnicity, national origins], religion or belief, age, disability, sexual orientation, gender identity, marriage and civil partnership, and pregnancy, maternity and paternity.

ABOUT THE CLV CLUSTER: The CLV Cluster is comprised of three countries: Cambodia, Laos and Vietnam. Our Vision for the CLV Cluster is: A CLV Cluster that increases our impact on the ground, strengthens our ability to influence policy changes at country and regional levels, raises income and saves costs.

A key feature of the CLV Cluster design for Business Operations is a consolidated, virtual hub, with a single line management structure - reporting to Head of CLV Business Operations - that is multi-located and that provides distributed leadership for business functions.

This includes a Basic Business Operations structure in each country to ensure delivery of existing commitments and provide a base for business and strategic growth with an integrated cluster Business Operations structure that provides functional management and oversight of all Business Operations staff/units in the Cluster and provides quality control, guidance, monitoring and support to all Business Operations functions.  All Business Operations functions are key contributors to Oxfam’s lasting impact in Cambodia, Laos and Vietnam, within Asia and globally.

All staff members in Business Operations roles in the CLV Cluster are linked to the virtual Business Operations Hub, to ensure accountability at Country and at Cluster level, towards Partner Affiliates and via Executing Affiliate (EA) joined-up processes.

TEAM PURPOSE: To assist Operations team in Laos to provide support service to programs inclusive regional programs based in Laos such as general administration, and logistic function domestically and regionally.

JOB PURPOSE: To provide support on Operations functions in the Laos Country office as well as all regional projects based in Laos to contribute to high impact performance and success of program implementation. This position will provide direct support to Operation Coordinator with overall responsibility as mentioned in key responsible like below.

JOB REPORTS TO

Operation Coordinator

MATRIX MANAGEMENT

N/A

ROLES REPORTING TO THIS JOB

N/A

KEY RESPONSIBILITIES

• Assist program teams and OiL support team in event organization/logistic arrangement including hotel booking, venue, meals, etc.
• Assist program teams and OiL support team in ticketing and arranging ground transportation.
• Assist in contacting with suppliers for framework agreement with Oxfam
• Assist in preparing visa application with Ministry of Foreign Affairs and International Cooperation for expatriate staff who work for Oxfam in Laos and visa with the Immigration department for visitor who visit Oxfam in Laos for short period.
• Manage stock of office supplies including stationery, beverage and household supply.
• To ensure daily support with administrative tasks for the office and programs, plus issuing up to date information such as information on notice boards, phone lists, emergency list and information packs about the programs.
• Assist in looking around office in order for making good environment of working place including meeting rooms.

PERSON SPECIFICATION

Most importantly, every individual in Oxfam 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):

1. 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."

2. 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.

Skills and Experience:

• Fresh graduate of bachelor’s degree in business administration or similar empirical knowledge
• Computer literacy especially Ms. Word & Excel
• Good communication and interpersonal skills and proven ability to be flexible in demanding situations.
• Ability to handle multiple priorities and aptitude to learn quickly.
• A team player, who works well in a multi-cultural environment, communicates readily and shares learning with colleagues and partners.
• well in a multi-cultural environment, communicates readily and shares learning with colleagues and partners.

Personal Quality

• Team player with ability to deal with a range of people from various cultures and different capacities.
• Good communication and willing to learn new things
• Interest in and understanding of development work
• Spoken and written English skills, advanced computer skills
• Compliance to Oxfam’s policy on Confidentiality and Knowledge management

KEY BEHAVIOURAL COMPETENCIES (BASED ON OXFAM’S LEADERSHIP MODEL)

Competencies

Description

Decisiveness

We are comfortable to make transparent decisions and to adapt decision making modes to the context and needs.

Relationship Building

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.

Mutual Accountability

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.

Systems Thinking

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.

Enabling

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.

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.