Consultancy on TROSA Project Support
Team Purpose
Oxfam is working towards an Asia Water Governance Programme that aligns Mekong Regional Water Governance PEM (People managing their eco-systems in the Lower Mekong basin) and TROSA (Transboundary Rivers of South Asia) Project. TROSA is a 5.3 years project and is currently in its final year of implementation (2020-2021). The Program Management Unit (PMU) is based in Cambodia. Country level portfolios are managed at country level and the regional PMU manages regional partnerships and maintains an overview that the respective programs achieve their objectives. The program contributes to Oxfam Asia Regional Strategy and Oxfam Country Strategies in India, Myanmar, Bangladesh and Nepal is implemented together with approximately 10 country level partners and 6 regional partners.
Oxfam's program objectives are to enable communities and civil society to be better able to realize sustainable livelihoods and reduce poverty and promote transboundary cooperation in the Mekong, Salween, Brahmaputra, Ganges, Mahakali/Sharda river basins. Our objectives are that we will achieve this by facilitating i) increased civil society participation and engagement in water resource governance; and ii) promoting more open, inclusive, accountable and effective water resource governance. We seek to convene dialogues and work with a range of partners and allies, including governments, the private sector, academia and institutions.
Job Purpose
The Project Support Officer will be responsible for ensuring effective and efficient administrative support to the TROSA Project for the successful delivery of the project. S/he will be part of the Project based in Cambodia.
Timeline-15th of July 2021 to 31st of March 2022.
Costs -Fees USD 1200 Per month (Excluding WHT)
Contract Supervision
The consultant will work closely with Regional Finance and Operations Officer -TROSA at the PMU based in Oxfam Cambodia
- Finance Support
- Prepare payment voucher for staff Cash advance/Settlement, Reimbursement, Journal entry for team and project implementation and follow up payment with the OiC Finance team
- Update payment tracking sheet and update to the team
- Support in preparation for internal and external audits, when applicable.
- Admin/ Log/ HR Support
- Maintain TROSA project Fixed Assets Register
- Arrange and monitor the administrative processes of the program, 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 bookings Air tickets for staff and consultants
- Support in application for visas for international staff and their family members and other incoming international visitors in the framework of the program and ensure staff travel insurance
- Support in preparation and undertaking of administrative procurement processes (Goods and services) and ensure appropriate filing in line with applicable procedures
- Support to develop annual supply plan and follow up for spending
- Support in preparation and undertaking of administrative Recruitment processes and ensure appropriate filing in line with applicable procedures
- Keep updated documentation in Box.
- Program Support
- Provide secretarial, administrative, and organizational support for the Project Manager specifically and the project team in general.
- Support in the organization of trainings, workshops, visits, and events and ensure appropriate filing of corresponding documentation;
- Prepare all relevant project meetings. If needed, record action points and/or write the minutes, and monitor their follow-up;
- Any other tasks as requested from supervisor and team
- Support in preparation for internal and external evaluation when applicable
- Contacts
- Internal:
- Specifically, with the Project Manager and Regional Finance and Operation Officer-TROSA in relation to project delivery, project progress and budget expenditure and in general with the wider project.
- With all other relevant Oxfam staff
- With the Oxfam Novib HQ Quality, Finance and Control Department and Thematic Units for the payment of grants to counterparts and other Oxfam Novib HQ staff for TROSA-related issues as they arise.
- External
- With counterparts and partners within the TROSA project, on progress in reporting and other relevant administrative information
- With all relevant external contacts, to plan and organize meetings for the Project Manager specifically, or the project team in general.
- With other Oxfam affiliates in the country and region, in cases of administrative issues
- Technical Skills, Experience & Knowledge
- Essential
- Experience in a comparable position within an international NGO and familiar with any multi-country, regional program context
- 3 years of experience in administrative/logistic management, preferably in international organizations;
- Degree in business administration, international studies/relations, public administration or equivalent combination of education, training, and experience. Advanced degree desirable;
- Excellent computer skills such as windows; Internet; Microsoft Excel; Microsoft Office; Microsoft Outlook; Microsoft Publisher; Microsoft Word; Microsoft PowerPoint; Microsoft Visual and Presentations.
- Excellent English (read/write/speak/listen)
- Experience in relation management systems, SAP, electronic archiving systems, and so on
- Desirable
- Experience in liaising with government agencies and other key stakeholders.
- Skills & experience in planning & strategizing operations-related matters
- Communication & negotiations skills in dealing with people of different cultural 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
- Excellent organization, coordination, and communication skills
- Experience in assisting the organization of events and workshops
- An ability to undertake travel to support program teams and partners in multiple countries.
- 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.
- 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.
