Programme Assistant/Assistant Project Administrator (2-year contract, renewable)

Responsibilities:

• Provide project and administrative support to the team in preparing an array of project documentation, including Oxfam Project Agreement (OPA) and Project Summary and Appraisal Document (PSAD), and perform project administration duties to prepare Approval Memos, Acknowledgements of Receipt and Project Payment Requests etc.
• Assist in reviewing and preparing documentation for the procurement of goods and services, including consultancy agreements, and support contract tracking.
• Assist in project monitoring and evaluation to ensure efficiency, effectiveness, and compliance with the Common Approach to MEL and Social Accountability (CAMSA) and Oxfam Hong Kong program policies.
• Assist with the preparation of budget forecasts and financial reports, manage budget revisions, generate monthly cash flow reports, monitor project expenses on a regular basis, and oversee the operational and financial closure of projects
• Organize, compile, and process project data in databases, and keep track of project progress and performance.
• Provide administrative and logistical support to the IPT in organizing events, meetings, and workshops.
• Make travel arrangements as required, including preparing travel requisitions and claims.
• Maintain and organize up-to-date hard and electronic files of correspondence and project documents for easy access and retrieval, ensuring the safekeeping of confidential materials.
• Prepare presentation materials/slides for meetings, workshops, orientations, and briefings, and ensure all papers are ready for meetings.
• Oversee office stationery maintenance and IT equipment requisition, maintenance, and coordination.
• Take minutes for the team and Committee meetings when required. 
• Undertake other related and ad hoc duties as required

Requirements:

• A recognized degree with at least 3 years of relevantworking experience, preferably in an NGO setting. Candidate with less experience will be considered as Programme Assistant.
• Knowledge of program management and administrative procedures and ability to articulate OHK’s programmes.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills, with attention to detail.
• Proficiency in MS Office, including Excel and PowerPoint.
• Excellent proficiency in written and spoken English and Chinese.
• Identification with Oxfam’s mission and vision is a must

Closing date for application: 22 September 2024

You are invited to send your application letter, curriculum vitae with your current and expected salary and date of availability to Human Resources Manager by email to hr@oxfam.org.hk.

At Oxfam Hong Kong, our culture is shaped by our values, which reinforce what we care about and how we do things. Our five core values are: Justice, Empowerment, Inclusiveness, Accountability and Innovation. Learn more about Oxfam Hong Kong here: https://www.oxfam.org.hk. 

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 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.

(Data collected will only be used to process job applications. Applicants who are not invited for an interview within six weeks from the closing date can assume that their application was unsuccessful. All related information will be kept up to 12 months and all personal data will be destroyed afterwards.)