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Driver and Admin Support- Oxfam International PNG – Goroka, PNG.

Full-time
Admin Support
Posted: 10-06-2024

Oxfam International PNG logo

OXFAM IN THE PACIFIC VACANCY

DRIVER & ADMIN SUPPORT OFFICER

  • Applications for this role will close on: Friday 21 June 2024
  • See full Job Description here: Driver & Admin Support Officer
  • Location of role: Goroka, PNG.
  • Salary Level: E2
  • Fixed Term contract ending: Fixed term (1 Year contract with possibility for extension)
  • Please contact People and Culture Team for any questions: [email protected]
  • Application cover letter can be addressed to: People & Culture Manager, Oxfam in the Pacific, Level 3, FNPF Building, Dolphin Plaza, P.O Box 1318, Suva, Fiji Islands.
  • All application must be submitted via Bamboo HR.

 

Job Purpose:

The role of the Driver and Admin Support Officer is to be responsible for driving and support PRSARV project team and the Gender Justice Program activities, which can be both operate from the Goroka office and projects’ sites. Be responsible for driving staff and materials safely to and from their destinations (Program sites & office) and maintain Oxfam’s vehicles to a high standard. Most importantly ensuring staff safety and security at times when on field trips or field operations. In addition to providing logistics support, the Driver will also be providing Admin support for PRSARV project in phone, emails, internal communications, calendar management for project activities, maintain project office supplies & update Fixed assets registry regularly, booking of venues for meetings and trainings, and any other administrative duties that required by the Project Coordinator.

Gender Justice program deals with SARV, GBV & life-threatening cases in PNG context which can post security threats to staff and the organization therefore the Driver and Admin Support staff must be sensitive to these issues or cases supported by the projects and program and have background knowledge or experience of working in SARV & extreme GBV environment in ensuring ALL Oxfam vehicle policies, security protocols and values are upheld at all times.

 

Job Responsibilities

  1. Driving duties – Oxfam requirements
    1. Complete daily vehicle checks before cars are driven from the compound. This includes checking vehicles have the necessary mechanical, first aid and communication tools before staff undertake field trips.
    2. Drive staff in Oxfam vehicles safely and defensively, following traffic rules and regulations and demonstrate vigilance and the highest degree of courtesy to other drivers, and pedestrians.
    3. Follow the Oxfam vehicle policy and procedures and exercise control over passengers as required. Report any breaches of behaviour or the OIPNG vehicle policy to the country coordinator.
    4. Wash the cars inside and outside weekly, including underneath and around the wheel housing, or more frequently as needed.

 

  1. Driving duties - GJ EU Project Requirements
    1. Managing the fueling process & records are filed accordingly.
    2. Observe the fleet movement plan to ensure vehicles are available to meet GJ ESARV project and GJ program needs.
    3. Provide fuel consumption and mileage reports to the program manager & logistics officer and ensure records are filed accordingly.
    4. Maintain the vehicle logbooks which includes:
  • Ensuring the logbook is completed for each journey undertaken,
  • Maintain effective communication with Logistics officer/ country coordinator of GJ vehicle support plans and Movement records for analysis and effective coordination of support to the program.
  • Recording the vehicle mileage at time of fuelling,
  • Keeping a record of maintenance completed for the allocated Oxfam vehicle used by GJ program.

 

  1. Admin Support duties – GJ Project Requirements

The Project is yet to be implemented fully with already going into its 3rd year since the signing of the contract, hence the project will be in full implementation of pending activities as per the revised implementation plan. Thus, the project demands will be high in terms of travels within the highland’s regions- 7 provinces for meetings, trainings, workshops, and monitoring visits hence a need for focus, experience and fully sensitized driver and admin support person to ensure smooth implementations.

  1. Support with room arrangements for meeting, workshops & trainings
  2. Printing, photocopying, paper binding, working, training, and meeting registrations.
  3. Support Logistics officer & finance officer when and where needed to ensure Project record filings are kept up to date.
  4. Support Logistics officer if and where needed to ensure smooth logistics support to the GJ program.

 

  1. For Staff Safety & Security
    1. Ensure the security of Oxfam vehicles, staff and possessions always kept inside vehicles.
    2. Assist with loading and unloading materials/ equipment from vehicles.
    3. Maintain communication with staff during the trips in accordance with security protocols.
    4. Inform the country coordinator of all trips undertaken.
    5. Ensure cars have first aid kits and register when these are used.
    6. Being the security focal person for the Gender Justice projects / program in the Goroka office whilst on the field trips e.g. maintaining communications with local security networks in the highland’s region, Madang and Morobe provinces.
    7. Maintain up to date security contact records/database for the Gender Justice program across the 7 highlands region, Madang and Lae provinces.
    8. Providing security briefings as required and helping to ensure Gender Justice staff are familiar with and adhere to security protocols and guidelines before all field trips.
    9. Being responsible for security assessments prior to Gender Justice staff undertaking field trips to programme/project sites.
    10. Provide security updates and briefs before, during and after the field trips to the Project Coordinator and country coordinator.
    11. Reporting security incidents to the Project Coordinator & country coordinator.

Finance

  • Using EU Financial Management and Guidelines, ensuring Direct and Indirect spending’s are in conjunction with their requirements.
  • Ensuring receipts and acquittals and are compiled on timely manner and processed are followed in accordance with EU/Oxfam Financial Guidelines.

Outcomes, impact and sustainability and processes to be involved to complete the task:

1.Impact

  1. Excellent driving performance and support safe delivery of the GJ projects in the highland’s region.
  2. Gender Justice Program staff and assets are safely transported during field trips within Goroka, Eastern Highlands and 6 highlands provinces in PNG.
  3. GJ program has all required EU vehicle, fuel and project admin documents for reporting kept up to date, filed and ready for donor reporting purposes.
  4. The GJ projects ends on a high note with driving, security and admin support delivered to expectations.

2.Sustainability:

The Gender Justice Program for Oxfam in PNG is able to deliver its projects and see investments into this position for staff development growth, motivation, gender issues sensitive and capacity building for male/female PNG locals in Gender, women’s rights and human rights issues currently affecting the very fabric of our society.

The knowledge and skills gain from working as a driver or admin support for GJ programming in PNG is an advantage to develop male and female citizens on GBV & SARV sensitive issues.

3.Driver & Admin Support Staff effectiveness and relevance:

The Admin Support Driver staff is expected to closely assist the ESARV project to deliver tasks smoothly across the 7 highlands provinces that can contribute to successful implementation of these sensitive project and program in general. Each task identified above is important and required of the Admin Support Driver officer within this period of time of engagement to contribute to the ESARV project and program implementation.

4.The strength of the process

The ESARV Project activity implementation is expected to have started and will end at the end of August 2024. As a result, the position of the Admin Support Driver staff to deliver identified tasks above is important for a successful project implementation, reporting and closure to meet its deadline.

5.Efficiency and Value for money for the Driver & Admin Support Staff

The Driver & Admin support staff is a fully funded position and secured till the end of the ESARV project. Should need for extra resource- funding for this position, the program will ensure it still secure resources to keep this position to support its implementation in general. Having a full time Driver position is essential for the ESARV project implementation and the Gender Justice program within this sensitive context in the highland’s region of PNG.

  1. Skills and Experience Required

Qualifications, skills, knowledge, and experience required.

  • Valid driver license
  • Completed grade 10 / Minimum educational qualifications in Math/English
  • Certificate or diploma in mechanics or other relevant qualification / 5 years of experience as a mechanic
  • 5 years driving experience.
  • Good knowledge of roads in Highland’s provinces, Morobe and Madang province
  • Very good understanding of the PNG traffic rules and regulations.
  • 5 years experiences and exposures in admin work
  • Previous experience in an NGO environment in a similar role preferred.

Professional Attributes:

  • Good oral and written communication skills
  • Reliable and trustworthy
  • Responsible and mature attitude towards work
  • Ability to operate in a difficult work environment.
  • Solutions focused.
  • Self-motivated and able to show initiative.
  • A team player
  • Good attention to detail
  • Commitment to Oxfam’s mission and values
  • Flexibility and the ability to travel frequently to challenging and isolated locations.
  • Willingness to contribute to Oxfam’s humanitarian responses in times of natural disaster or emergencies.
  • Commitment to Oxfam’s values and to social justice and rights-based community development.

Essential

  1. Experience working in a gender programming in PNG.
  2. Experience working in projects or programs that is donor funded preferably EU.
  3. Ability to work under pressure and deliver high quality results.
  4. Sound security awareness experiences
  5. Have experience and knowledge on basic computer.
  6. Experience of working in cross-cultural environment
  7. Ability to analyze situations and solve problems as they arise.
  8. Demonstrated ability to communicate professionally with people from a wide range of backgrounds (inclusive of partners, stakeholders & beneficiaries)
  9. Demonstrated driving skills and ability to drive safely.
  10. Ability to drive off road.
  11. Efficient in multi-tasking, pay attention to details and is flexible.

Desirable

  1. Ability to deliver tasks delegated to what is expected by the Project Coordinator.
  2. Has the ability to work in a diverse team with limited resources and is able to meet deadlines.
  3. Can be able to work under minimum supervision and is able to meet deadlines.
  4. Willingness to adopt new skills and knowledges.
  5. Management Arrangements

The Driver & Admin Support staff will report to the PRSARV Project Coordinator, PNG, Oxfam in the Pacific.

The PRSARV Driver & Admin Support Staff must also be willing to agree and sign the OIPNG Code of conduct including Child protection policy and the OIPNG COVID-19 consent forms prior to his or her engagement.

  1. Expected Salary range.

Given the work load we expect to have the PRSARV Driver & Admin Support staff engaged for a Salary scale of E1/E2 for a year contract with possible extension based on performance.

  1. Payment conditions

It is anticipated the PRSARV Driver & Admin Support staff will be paid on a fortnightly basis, calculated on a daily rate as per Oxfam payment process & policy.

The GJ PRSARV Driver & Admin Support staff, is expected to produce a fortnightly timesheet indicating deliverables achieved against the 7.00 hours made daily. A weekly report based on the tasks delivered can be used as evidence or substitute of timesheets for the payment/salary received.

The Staff will have fortnightly payment done to the nominated account.

Safeguarding

Oxfam in the Pacific (OiP) is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to 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 with Oxfam

Child Safeguarding

As an agency undertaking work both nationally and internationally and in humanitarian response, Oxfam takes its duty of care seriously to safeguard children and recognizes that it must meet community expectations and the trust placed in its personnel to maintain the highest standards of conduct with children. Therefore, all positions within Oxfam are required to understand and comply with the Child Safeguarding Policy, Code of Conduct, toolkit and Social Media User Policy.

 

This role requires work in communities or schools together with implementing partners (overseas and domestic) on a regular basis, requires access to information relating to children and involves making decisions which may affect children, including volunteers and other supporters under the age of 18.

Travel:

This position will be based in Goroka but with extensive travels to other parts of Papua New Guinea especially in the highland region provinces for field activities or other capacity building activities together with our project implementing partner.

It is a condition of employment that Oxfam personnel abide by all agency security and safety protocols, policies and procedures.

Some areas are subject to civil conflict and/or natural disasters which could be potentially hazardous. Oxfam is committed to ensuring the well-being of staff during field visits and staff are not permitted to enter clearly hazardous or dangerous areas. Staff are required to heed advice of local Oxfam staff and local authorities in relation to security issues. Staff must be prepared to make their own assessments of potential hazards or danger during field visits in the knowledge that Oxfam will always respect and support a decision to withdraw from any part of a field visit for reasons related to personal security.

General

  • Undertake any other tasks that may be delegated by the Project Coordinator or the Program Manager that are in keeping with the scope of the Gender Justice Partner Development Officer’s role.

HOURS

The post holder may be required to undertake work outside of normal office hours, including weekend work, and will be given appropriate time off in lieu (TOIL) in accordance with Oxfam policy.

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