🇸🇱 Job Vacancy @ Oxfam – HR & Finance Assistant
HR & FINANCE ASSISTANT
| JOB DETAILS | |
| Department | Operations |
| Team | Finance, operations, and compliance. |
| Location | Freetown, Sierra Leone |
| Contract type | Fixed Term |
| Internal job grade | Grade E1 |
| Job family | |
| Salary | In line with Oxfam values and relevant job market |
| Hours | 40 hours per week |
| Role reports to | Finance and Compliance Coordinator |
| Roles reporting directly to this post | None |
| Budget responsibility | None |
TEAM PURPOSE
HR: The Human Resources department is responsible for people strategy; ensuring efficiency and effectiveness in delivery of Oxfam’s human resource operations, whilst ensuring consistency and transparency in line with OGB policies, procedures, and systems.
FINANCE: Finance, operations, and compliance team is responsible to ensure smooth operations of the Sierra Leone Legacy program ensuring day to day operations, compliance, and sound policies and procedures. The role is to support the team on day to day HR matters and a bit of Finance ensuring compliance, documentation, and advising on relevant country policies to be applied on HR. The position works under the Finance Compliance coordinator with direct interaction/support with HR Business partner based in Ghana for oversight and strategy.
JOB PURPOSE:
HR: Provide day to day HR administrative support to the Legacy Program team regarding staffing, organizational effectiveness, administer, and communicate sound policies and practices that treat employees with dignity and equality while maintaining compliance with applicable law, policy, and regulation.
Finance: Support the Finance department/unit in day-to-day transactional management ensuring implementation of sound financial policies and practices for financial management of the legacy program.
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KEY RESPONSIBILITIES
Human Resources (60%)
- Ensure proper file management for personal files and HR files.
- Supports recruitment for vacancies, including but not limited to, ensuring prompt long listing and short-listing; downloading CVs; preparing written tests, scheduling interviews; contacting candidates, and writing regrets when needed.
- Ensure that all employment contract templates are updated, in line with the local labor law and Oxfam’s policy .
- Support with all on boarding processes and have signed completed schedule filed for reference. This include ensure new staff undertake all mandatory courses and inductions. Welcome new and transferred employees ensuring that they have the tools and knowledge needed to perform their job properly and get engaged within the Organization, Assuring the proper arrangements of new staff equipment’s (ID, laptop, phone…Where applicable)
- Responsible for the essential part of reference checks in coordination with Oxfam HR Accredited Referee and OGB Reference Team.
- Support to create awareness and understanding on the code of conduct, safeguarding and new HR related policies and procedures.
- Support in ensuring that employee medical records are up to date and that arrangements are facilitated if necessary for any medical treatment that is required.
- Manages relations with medical service providers, monitors medical expenses and ensures medical staff records are handled and kept in a confidential manner
- Update HR system completely, timely and accurately and provide reports as needed. • Update medical records and run relevant reports for medical utilization.
- Ensure that absence (including annual leave, R n R, sick leave and attendance schedules) is proactively managed and updated on the system.
- Provide leaves record report to Managers on monthly basis.
- Conduct regular quality control checks to ensure data accuracy
- Collect objectives and performance reviews. Share performance review report with HR Manager as required.
- Any other duties that may be reasonably required.
Finance (40%):
- Support finance officer on day-to-day clerical tasks
- Support FO with documentation, filing and retrieval (support during audits). • Support with petty cash management (manage petty cash in absence of FO or as delegated). • Any other duties that may be reasonably required by FCC
Technical Skills, Experience and Knowledge
- ESSENTIAL
- Self-Awareness
- Systems Thinking
- Enabling
Qualifications:
- Bachelor’s degree in a HR/significant relevant year of experience with International Agencies or NGO’s.
- At least 2-3 years’ experience in HR or Admin preferably in the NGO sector
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- Basic understanding of finance processes and procedures and auditing
- Well-developed interpersonal and team skills and proven ability to be flexible in demanding situations.
- Competency in use of relevant technology systems (MS Office suite)
- Fluency in English (written and verbal)
- Commitment to humanitarian principles and action.
- Commitment to Oxfam’s equal opportunity and gender policies.
- Flexibility & adaptability.
Desirable
- Pleasant and courteous personality.
- Understanding of field areas.
- Efficient and organized.
- Possesses initiative, patience, tact, and able to work with minimum supervision
- Able to work under pressure and in insecure areas.
- Sympathy with the aims and objectives of Oxfam
N.B: Female candidates are encouraged to apply.
Key Behavioral Competencies
| Competencies | Description |
| Decisiveness | We are comfortable with making transparent decisions and with adapting decision-making modes to the context and needs. |
| Influencing | We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organization. We spot opportunities to influence effectively and where there are no opportunities, we have the ability to create them in a respectful and impactful manner. |
| Humility | We put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with and trust and value the knowledge and expertise of others across all levels of the organization. |
| Relationship Building | We understand the importance of building relationships, 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 organization. |
| Listening | We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear and consider different preferences. |
| Mutual Accountability | We can explain our decisions and how we have taken them based on our organizational values. We are ready to be held accountable 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 unintended consequences of organizational decisions and actions. |
| Strategic Thinking and Judgment | We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values. |
| Vision Setting | We have the ability to identify and lead visionary initiatives that are beneficial for our organization and we set high-level direction through a visioning process that engages the organization and diverse external stakeholders. |
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| Self Awareness | We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviours to control and channel our impulses for good purposes. |
| Enabling | We all work to effectively empower and enable others to deliver the organizational 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, and we provide 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. All offers of employment are subject to satisfactory references and appropriate screening checks (which can include counterterrorism, safeguarding and criminal records checks). |
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