ADMIN & OPERATIONS OFFICER

Closing date: 15 September 2025 @ 23:59 GMT/BST/EAT

Location: Laos

Contract: 1 Year Fixed Term Contract with possible extension 

One Oxfam Grade: D1

Salary and benefits: National Contract

Oxfam is unable to guarantee the obtaining of a work permit for the role. Candidates must have and be able to retain the legal right to work in Laos. We are not able to support the relocation of a candidate to take up the position in an Oxfam location

Flexible working: We believe flexible working is key to building the most suitable way of working of the future, so we’re open to talking through the type of working arrangements that might work for you, for example job share, part-time or compressed hours

The Cambodia, Laos Vietnam (CLV) Cluster is newly created as part of the Oxfam global change process.  The CLV Cluster links programs, people, funding resources and knowledge in Cambodia, Laos and Vietnam country programs to optimize delivery of the Oxfam Global Strategy Framework and the Oxfam Asia Regional Strategy, and to achieve operational efficiencies
The Role
Oxfam Novib is looking for a qualified candidate who will be taking the Admin & Operation Officer position. The admin & Operations officer in Laos ensures all functions within the Operations unit in Laos (administration, procurement, logistics, safety and security) are performed in a timely and efficient manner and effectively support the delivery of programme implementations for Oxfam in Laos. He/she will provide analysis and advice on operations to the Country Management Team for Laos, and to the Business Support Team for the CLV Cluster. The admin & Operation officer also advises on change processes for more efficient operations.  He/she will manage the budget of Laos operations unit.

l, the Admin & Operation Officer is required to fulfil following key responsibilities:

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource Management)

1. Logistics, Office Management, Administration and IT

• Oversee logistics, office operations and provide administration support to Oxfam in Laos.
• Arranging tickets and booking for accommodation for Oxfam staff/visitors/consultants/partners. Advice alternatives routes and available flights.
• Manage the process of signing framework agreements with suppliers.
• Manage Oxfam assets and oversee asset register to meet Oxfam and donor requirements.
• Ensure staff are properly trained and following Oxfam operational policies and procedures.
• Manage Laos fleet (vehicle and motorbikes).
• Ensure that effective filing and archiving system in overall correspondence and general information are maintained properly and effectively.
• Liaise with government to ensure that office registration and visas for international staff are up to date.
• Ensure that the petty cash is properly and effectively managed.
• Ensure that quality, quantity, stock levels, and delivery times are well recorded and maintained.
• Ensure safe working space in Oxfam in Laos with an active Work Health and Safety plan.
• Fulfil role of Security Focal Point and Fire and Evacuation Warden for Oxfam in Laos.
• Support Oxfam in Laos to ensure Security and Risk Frameworks are in place including programme security strategies, security management plans and Standard Operating Procedures are developed, communicated, implemented, monitored and reviewed, consistent with Oxfam policies, standards and requirements.
• Perform duties as onsite IT focal point (non-IT position), providing basic IT support including new laptop setup, IT asset inventory management, coordination with IT service providers, and smart hands assistance for troubleshooting in collaboration with the CLV IT team.

1. Procurement

• Ensure staff are properly trained and following Oxfam and Donors procurement policies.
• Serve as the focal point for coordinating with other teams to develop supply/logistics plan for Oxfam in Laos.
• Guide and support programme team for procurement process when necessary.
• Ensure proper administration and logistics systems and procedures are followed in the procurement of goods and services.
• Maintain procurement records and files.

1. Representation and networking

• Represents Oxfam in Laos towards Oxfam Affiliates, donors and partners with regard to Operations function when required.
• Ensures Oxfam is represented in key forums in Laos that are leveraging influence and adding value to Oxfam’s work on the ground (Government esp Ministry of Foreign Affairs or INGO platforms.

1. Staff management

• Managing operations support staff in Oxfam in Laos
• Create a positive working environment in which equality and diversity are well-managed, and staff can do their best.
• Manage performance and development of operations staff through regular supervision sessions and performance development review process.

ESSENTIAL

• Proven operations management experience of at least 5 year’s experience.
• Proven experience in operations for INGO including liaison with government agencies regarding registration, regulation for international staff and compliance with government regulations.
• Highly developed organisational skills, ability to manage multiple tasks and with attention to detail and deadlines.
• Experience managing budgets and running procurement / purchase processes.
• Experience with logistics including providing logistics support for events, workshops and field visits across Laos.
• Experience in workplace safety and ability to maintain safe working environment.
• Ability to work with senior managers and peers across different locations in the Oxfam CLV Cluster
• Ability to develop close working relationships with internal and external stakeholders.
• Strong communication skills in English including the ability to deliver complex and technical messages in simple terms.
• Demonstrated commitment and sensitivity to gender and inclusion and promotion of diversity.

Desirable

• Knowledge of Oxfam policies and system

What we offer
This role will give you an opportunity to make a difference in professional development, social and environmental changes. At Oxfam, we believe that every aspect of our work can lead to a positive outcome. If you have the same opinion, together with the ability to meet the challenges involved, this role offers scope for immense personal fulfilment – as well as outstanding opportunities to develop your career.

Oxfam is committed to providing a fair compensation package and to providing a flexible, supportive, working environment
How to apply
Please upload an up to date CV and a covering letter, clearly explaining your suitability against the essential criteria in the job profile to https://jobs.oxfamnovib.nl/job-invite/14101/

Kindly note that only shortlisted candidates will be contacted- usually within 2 weeks of the closing date.
About us
Oxfam is a global movement of people working together to end the injustice of poverty.

That means we tackle the inequality that keeps people poor. Together we save, protect and rebuild lives. When disaster strikes, we help people build better lives for themselves, and for others. We take on issues like land rights, climate change and discrimination against women. And we won’t stop until every person on the planet can enjoy life free from poverty.

We are an international confederation of 20 organizations (affiliates) plus the Oxfam International Secretariat, working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries.

All our work is led by our core values: Empowerment, Accountability, Inclusiveness, Courage, Solidarity and Equality.
Our commitment to safeguarding
Oxfam 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 work for us.

Note: All offers of employment will be subject to satisfactory references and may be subject to appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam International Secretariat also participates in the Inter Agency Misconduct Disclosure Scheme.  In line with this Scheme, if a job applicant has been employed by another member of the scheme, we will request information from that organization about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.