Support Officer Administration Thematic Units Food, Land and Water

Oxfam Novib is organised thematically and works in four main thematic areas, Food, Land and Water, Gender and Youth, Conflict and Fragility and Governance and Financial Flows. It works in multi disciplinary teams bringing together policy and program staff. The Thematic Units aim to build strong multi country and multi regional programs together with Country Offices, partners and Oxfam affiliates to attract funds from institutional donors. The program teams in the Thematic Units devote serious attention to influencing and to thematic monitoring, evaluation and learning in the programs they develop. Oxfam Novib seeks to ensure that gender justice, active citizenship and conflict sensitivity are mainstreamed across the programs it develops.
Support Officer Administration
Thematic Units Food, Land and Water
(start date: ASAP)
18 hours (0,5 FTE) a week for one year, with possibility of renewal
Based in The Hague
Purpose of the function
The tasks of the Support Officer are focused on providing administrative support to the Program Lead and project teams for the Food, Land and Water cluster & specifically the program team working on land, water & pro-poor value chains, which focus on program development and a number of institutionally funded projects, in cooperation with Oxfam Country Office teams.
Main tasks
Support Officer Tasks
  • Execute administrative, secretarial and/or operational activities which are supportive to the Thematic Unit program team on land, water and pro-poor value chains' work processes, assess administrative problems and take action to solve them;
  • Develop and maintain professional administration, monitoring and archiving systems for the thematic program teams, ensuring adherence to donor compliance & information required for the Oxfam Novib policy cycle;
  • Carry out required administrative support for the Oxfam Novib Strategic Partnership with the Dutch Ministry of Foreign Affairs and other institutional donors like EU, SIDA, private Foundations in a effective and efficient manner, with required attention to detail
  • Collect, process and archive digital and non-digital information such as invoices and forms;
  • Provide hands-on support to program & project leads, thematic specialists and financial officers in order to maintain effective and efficient office procedures and processes, signal and assess deviations and report them as required within the cluster and to relevant other bureaus in Oxfam Novib;
  • Arrange the administrative handling of consultant contracts and monitor the terms and approval of the payments. Assist in the procurement processes for consultants and other services in line with Oxfam Novib procedures;
  • Execute logistical organisation and co-ordination of various consultation forums (e.g. steering group, stakeholder meetings, workshops, and conferences) abroad and in the Netherlands;
  • Act as focal point for questions and information requests of internal and external stakeholders related to the Thematic Unit and the program team, its projects and staff, and redirect these to the appropriate persons.
Job requirements
  • At least a vocational 4 (MBO 4) education; preferably complemented with trade-focused courses in the field of communication and social media;
  • Experience in project administration, setting-up project documentation and overall archiving systems, both paper and electronic;
  • Experience with bookkeeping and preparation of audit files is an asset
  • An excellent command of spoken and written Dutch and English; Command of French is an important asset;
  • Team player with a high level of flexibility and creativity;
  • Ability to manage stress effectively in a dynamic work environment
  • An result & customer oriented approach; problem-solving and accurate.
What we offer
Oxfam Novib is committed to providing you with a competitive, fair, and comprehensive pay and benefits package that is justifiable to our donors. The salary range for this position is set in scale 5 with a salary range between EU 1.792,-- to EU 2.756,-- based on 36 hours a week. The current position is for 18h per week and might grow depending on external funding. All staff working in the Thematic Units of Oxfam Novib are part of a resource pool, so might be requested to work in this position for other program & project teams.
Applicants for this contract must be Dutch nationals or nationals of a European Union member State or have a valid work permit for the European Union.

More information and application procedure
Send your cover letter and CV, on or before August 8th, 2016, For more information about the position you can contact Gerard Steehouwer (Gerard.steehouwer@oxfamnovib.nl) or Mirjam Andriessen (mirjam.andriessen@oxfamnovib.nl).