Position: Administrative Support Officer (Oxfam)__Deadline:11Jan

LOCATION: Phnom Penh, Cambodia
CONTRACT TYPE: Fixed Term Contract – 1 year with possible extension
INTERNAL JOB GRADE: E1 National
DEPARTMENT and TEAM: Fair Finance Asia Executive Team, Oxfam in Cambodia
HOURS (FTE): 37.50 hours/week

FLEXIBLE WORKING
‘We believe flexible working is key to building the Secretariat of the future, so we’re open to talking through the type of flexible arrangements which might work for you. We think this role would work particularly well as a partially home-based where it can be discussed with the line manager.

COMMITMENT TO DIVERSITY AND INCLUSION
We are committed to ensuring diversity and gender equality within our organization.

DEPARTMENT PURPOSE: Oxfam is an international confederation of 19 organizations networked together in 97 countries. As part of a global movement for change, we are working together to end world poverty and injustice. We work with thousands of partners in countries around the world and employ staff in a wide variety of sectors and expertise. We work directly with communities as well as with the powerful to facilitate an enabling environment wherein the most marginalized can improve their lives and livelihoods and have a voice in decisions that affect them.

TEAM PURPOSE: The Fair Finance Asia (FFA) program is a five-year program funded by the Swedish Embassy in Bangkok, Thailand. It aims to contribute to the reduction of the negative impact of cross-border investments on human rights, the environment and climate change, particularly those made by multinational financial institutions, banks and insurers, and to increase inclusive economic development. Currently, FFA is operational at regional level and in 8 countries across Asia, namely - Cambodia, India, Indonesia, Japan, Pakistan, Philippines, Thailand, and Vietnam – wherein national FFA civil society organization (CSO) coalitions together with regional partners lead research and engagement with the program’s key stakeholders including financial regulatory and policymaking institutions, banking and investment associations, multilateral development banks and the academia. FFA’s regional program management unit is stationed in Phnom Penh, Cambodia.

The FFA program works in close alignment with Fair Finance International (FFI). FFI’s assessment methodology on the policy and practices of national financial institutions form part.

The Results areas for the FFA Program are as follows:

1. Financial institutions (FIs) operating across the region increasingly adopt or improve sustainable finance policies, practices and public disclosure.
2. Regulators and governments increase independent monitoring of FI policy, practice and accountability and transparency, and improve the regulation of FIs, including through mandatory regulation.
3. Regional financial sector actors take increasing actions to require and enforce improved standards for FIs’ policies, practices, accountability and transparency.
4. Strong and resilient civil society across the region effectively influences the sustainable finance agenda across the region, integrating a gender lens and community voice
5. Other actors (intermediary stakeholders) have increased awareness and take increased action to influence the sustainable finance agenda

JOB PURPOSE: The Administrative Support Officer will be responsible for ensuring effective and efficient administrative support to the Fair Finance Asia Executive Team (FFA ET) for the successful delivery of the program. S/he will be part of FFA’s ET.

ROLE REPORTS TO: Fair Finance Asia Program Administrator

KEY RESPONSIBILITIES

• Prepare, in the framework of the project cycle of Oxfam Novib (ONL) or requirements of the back donor, documentation and correspondence (such as approvals, contracts, letters of transfer, reminders and [standard] letters of rejection), etc. for smooth and effective program implementation.
• Arrange and monitor the administrative processes of the program and externally funded projects, 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 to ensure files are audit-ready.
• Support in preparation for internal and external audits, when applicable
• Support in the preparation for audit visits from both HQ, the auditors or the donor and/or its related organizations
• Support in preparation and undertaking of administrative procurement processes and ensure appropriate filing in line with applicable procedures including prepare and process payments to FFA’s suppliers and consultants
• Prepare all relevant FFA meetings. If needed, record action points and/or write the minutes, and monitor their follow-up;
• Provide secretarial, administrative, and organizational support for the FFA Program Administrator and Program Lead specifically, and the ET in general.
• Support in the organization of trainings, workshops, visits and events including working with travel agent to book the flight and ensure appropriate filing of corresponding documentation.
• Hand out petty cash after receiving the correct and signed forms; register and file in line with applicable procedures the amount of petty cash that is paid out. Signal in a timely fashion to the Program Administrator if petty cash register is low.

Desirable

• Skills & experience in planning & strategizing operations-related matters
• Communication & negotiations skills in dealing with people of different backgrounds.
• Team player, who works well in a multi-cultural environment, communicates readily & shares learning with colleagues, partners, beneficiaries & officials.
• Flexibility, ability to work independently and under pressure

Moreinfo: https://jobs.oxfamnovib.nl/job/Phnom-Penh-%28KHM_PHP%29-ADMINISTRATIVE-SUPPORT-OFFICER/886150701

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