Haiti: Information Coordinator/Executive Assistant (fixed term to end January 2014)
Country: Haiti
Closing date: 03 Oct 2013
Information Coordinator/Executive Assistant (fixed term to end January 2014)Port-au-Prince, HaitiOXFAM PURPOSE: To work with others to find lasting solutions to the injustice of poverty.
TEAM PURPOSE: Contributes to the country´s work to translate the Single Management Structure into a cost effective One Oxfam programme appropriate to Haiti
JOB PURPOSE: Your role will be ensure that the communications necessary for effective change management are in place and operated, to the required quality and timetable; to support the operation of the Country Leadership team (CLT) and its members; and to support the CD in his duties in humanitarian response work should the need arise.
REPORTING LINES:
POST HOLDER REPORTS TO: OI Country DirectorThe main priority for the post will be in support of change management, with the remainder of time in support of the CD and CLT. The post holder will need to maintain key relationships with CLT members and with the HR department.
DIMENSIONS:• Provides support for and implements plans to agreed standards. • Applies information received in a variety of formats primarily from internal sources. • Influence functional, operational or specialist planning. • Drafts and checks key communications with staff, the CLT PGG and affiliates• Draws from a variety of information sources to inform individual and group decisions.• Ensures confidentiality of information change management for staff and managers and for CLT • Shows judgement and diplomacy on sensitive information to and from staff and CLT members • Maintains and manages the office’s services, procedures and systems.• Solves problems of a varied nature and resolves day-to-day problems without upward referral.• Assists with development of solutions to diverse and complex problems & develops solutions to more routine problems. • Flexibility to anticipate and resolve challenges within the operational context. • Impact of this role is significant within the department and country-wide. • Influence staff in Oxfam. • May involve supervision and guidance of assistants or volunteers.• Manages own workload without close supervision and works independently on making decisions and problem solving on routine issues/problems.• Provides creative/innovative solutions to routine problems/tasks and projects.• Forward planning and management of small projects or elements of large projects.• Providing advice on appropriate communications skills across the organisation.• Representing affiliate and possibly OI to external contacts within own operating and may need to deal with influential senior external contacts or supporters.KEY RESPONSIBILITIES: Support the CD in the following: • Support the establishment and operation of communications systems and practices for each stage of the change management process with all affiliates • Support the establishment and operation of communications methods and timetable with staff during change management processes and check content• Receive feedback from staff and CLT members, reporting and/or summarising as appropriate• Maintain an information system for recording and monitoring change management implementation in Haiti; • Organise and prepare CLT & other meetings and teleconferences chaired by the CD including agendas, logistics and minutes• Implement a system for follow up, monitoring and reporting of CLT decisions; • Collect, collate and consolidate programme management information from affiliates • Support the CLT in their representation role to liaise with external and OI stakeholders. • Support the CLT in communications with the Programme Governance Group (PGG); • Support specific CD and/or CLT initiatives that require back up (e.g. a One Oxfam, staff meetings) with the approval of the CDTime and diary management for the CD on matters related to CLT, PGG & change management
SKILLS AND COMPETENCE: (E) = Essential (D) = Desirable• University degree or relevant qualification (E)• Demonstrable substantive experience in similar role (E)• Proven skills in administration and organisation; (E)• Strong attention to detail and timetables (E)• Excellent communicator both verbally and written (E)• Fluent French and very good English (both written and oral); (E)• Able to work on own initiative; (E)• Diplomacy and Confidentiality(E)• Flexibility (E)• High level of IT skills, including Lotus Notes, Word, Excel, Powerpoint etc. (E)• ?Produces high quality work (E)• ?Initiative/drive/foresight (E)• ?Organisational awareness (E)• Proven analytical skills (E)• Knowledge and understanding of relevant communications environment.(E)• Proven ability to work independently whilst knowing when to refer for advice.(E)• Keeps up to date with internal or external activities which may influence role. (E)• Willing and able to adapt priorities in order to respond to changing demands.(E)• Anticipates outcomes of activities and uses initiative to keep these activities on course.(E)• Actively promotes high standards and continuous improvement. (E)• Gender knowledge with a strong commitment and understanding of the values and principles of Oxfam and the will to translate that into work content (E)• Knowledge and experience of working in NGOs and/or international development. (D)• Knowledge and experience of working in humanitarian emergencies. (D)
NOTES:This job description is not incorporated in the employment contract. It is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments and following discussion with the post holder. The post-holder will be expected to work to agreed objectives which should facilitate achievement of the responsibilities in accordance with the performance review process.
How to apply:
Find out more and apply. Visit www.oxfam.org.uk/jobs and quote ref: INT6505.Closing date: October 3rd 2013.
