Oxford HR – Project and Officer Coordinator

Project and Office Coordinator

Thank you for your interest in the Project and Office Coordinator role with Oxford HR. We are excited that you are curious to join our team and we would like to get you to know us a bit more.

Oxford HR has grown a lot in recent years, and that is always a motivating challenge. We are opening new offices around the world and our client portfolio is becoming more robust. We are achieving the impact we want through our strategic collaboration with highly respected organisations worldwide, united by the desire to find those leaders who will make tomorrow’s difference.

In the current context, where we face climate, social, and political challenges, we are inspired by the idea of collaborating for the construction of a better society for all. For this reason, we only work with organisations that have a defined vision and mission to create a positive impact.

We are united in the commitment to create impact through honest teamwork. We are a team which believes in collaboration, we are not afraid to recognise our limitations, we are excited to share what we know, and we are always open to continue learning.

In this role you will have the opportunity to work with colleagues who bring a breadth of experience in the international development field, as well as the opportunity to work with a global team, with different cultures and backgrounds. Likewise, you will have the chance

to participate in the entire cycle of our projects, from start to finish, which will give you a complete vision of what we do and will allow you to develop in your role with autonomy and empowerment.

Our team is made up of transparent people with a good sense of humor, with high organisational skills, attention to detail, superb communication skills, analytical thinking and teamwork spirit. We are a group of enthusiasts who are not paralysed by new challenges, and we are proud of the team dynamics we have built.

If any of this resonates with you, I invite you to continue reading this pack to learn more about who we are and what type of profile we are looking for this role. Maybe this is the right place for you!

Thanks for your time,

Project Coordination Team Manager, Africa

The Role

The Company

Oxford HR is a specialist executive search and organisational effectiveness firm dedicated to serving the needs of the for-purpose and not-forprofit sectors in a wide variety of practice areas. We identify, support and promote the leaders, thinkers and doers that can help our clients make a real difference.

Oxford HR is an ambitious, fast growing and multicultural firm with a strong commitment to championing diversity. Our headquarters are in Oxford, and we have offices in London, Amsterdam and Nairobi, with associate consultants and researchers across Canada, Bolivia, Venezuela, Thailand, Hong Kong, Belgium, India, Morocco, France, the Netherlands, Germany, United Kingdom, South Africa, Senegal and Australia.

Job Purpose

The main objective of this position is to assist with specific administrative tasks related to their assigned projects in an efficient manner. The job holder will be responsible for providing localized office support, coordinating client assignments and serve as the liaison person between team members, clients and candidates of diverse backgrounds simultaneously.

Key Responsibilities

Account Management

• Monitor the progress of projects and share status reports for consultants and clients.

• Carry out overall administration of each assignment efficiently and accurately.

• Ensure projects are on schedule and adhere to the agreed frameworks.

• File project reports and maintain a repository of the project documentation.

• Organise and participate in stakeholder meetings.

• Document and follow up on actions points from meetings.

• Anticipate potential problems and technical hitches and develop contingency plans and solutions.

• Maintain effective communication with all stakeholders throughout the project.

• Maintain and update the Oxford HR Job Board as required and create job adverts and promote roles in social media and professional platforms and networks.

• Proofread documents when needed.

• Assist in special projects such as HR consultancies.

Data Management

• Follow internal procedures and standards for creating and managing both paper and electronic filing systems.

• Store reliable and accurate information on candidates, clients, sources and organisations in the database and ensure it’s up to date.

• Manage data securely and confidentially.

Operations and Office Support

• Manage and coordinate staff related issues pertaining to office matters (office, health insurance, pension, leave and other related matters).

• Plan, coordinate and schedule monthly staff meetings, book meeting rooms, draft agendas and take meeting notes and action points.

• Monitor, maintain and regularly update office equipment and inventory supplies; manage orders as replacement supplies are needed.

• Handle correspondence (emails, phone calls, emails) and forward them to the relevant persons as necessary.

• Plan and coordinate logistics for office events, activities, travel as well as visiting schedules and itineraries.

• Update and keep accurate office records and documents.

• Work closely with Managing DirectorAfrica to manage and coordinate all office matters accordingly.

• Work with Finance and Administration Manager to facilitate payments to suppliers and raise petty cash requests.

• Work with Digital Account Executive to plan and organise office events, workshops, and meetings.

Person Specification and Qualifications

Experience and Skills

Essential

• Project coordination, administration and operational experience.

• Exemplary organisational and multi-tasking skills and ability to work on tight deadlines.

• Technology skills: ability to use computerbased technology to complete different tasks.

• Competency in Microsoft applications including Word, Excel, Outlook, and Teams.

• Working knowledge of databases, data and communicating the salient points of complex information.

• Exceptional verbal, written, and presentation skills.

• Good interpersonal skills capable of maintaining strong relationships.

• Good understanding of cultural diversity.

• Keen attention to detail.

• Demonstrable experience and confidence to liaise with senior colleagues.

• Ability to work effectively both independently and as part of a team.

• Excellent written and oral English language communication skills.

Desirable

• Additional knowledge of French would be an added advantage.

• Experience working remotely.

• Experience working with diverse time zones.

Personal Style and Behaviour

• Ability to remain calm under pressure and respond to changing demands and priorities when required.

• Team player: ability to work effectively within and across teams, and ability to build strong relationships with remote teams.

• Collaborative and inclusive working style.

• Ability to reach collegiate decisions.

• Ability to foresee and mitigate problems, as well as a proactive approach to problem solving.

• Self-motivated and driven to succeed.

• Self-awareness and empathy.

• A positive, supportive attitude towards colleagues, candidates and clients.

Personal Attributes

• Commitment to Oxford HR’s culture and core values.

• Honest and trustworthy.

• Eager to learn and contribute to a collective goal.

• Confident and not afraid to take the initiative.

• Flexible and ability to adapt to change.

Oxford HR Values

Oxford HR’s values are aligned with those of the international development sector, and we are trusted to appoint leaders who are not only technically competent but who are also aligned in terms of organisation’s culture and goals and committed to support the achievement of the Sustainable Development Goals (SDGs) and the priorities in the Agenda 2030. More specifically we believe in:

Continuous improvement – we measure and evaluate what we do, get feedback and improve uponit. We use technology to support our work and ensure our team are constantly learning and developing their skills. We innovate wherever we can to secure our approach is the best possible for any project we undertake. We’re open to criticism. We’re naturally curious.

Collective and personal expertise – we believe no one person has a monopoly on the right answer and ensure we work collectively on our projects and challenges. We share knowledge and focus on disseminating ideas and expertise across the whole organisation. We hire people who are steepedin the backgrounds they’re delivering services in, who are professional and resourceful, and constantly eager to learn and committed to their own personal development.

Care – for our staff, our associates, our clients and candidates and for the sectors we work in. We work globally, across many cultures and constantly strive for a culturally sensitive response in all our projects. Our culture is non-hierarchical, and we regard staff and associates as equal parts of our Oxford HR family.

Cultural sensitivity - we recognise the under representation of certain minority groups in leadership roles and want to challenge that wherever we can. We relish having a diverse workforce.

Ethical and transparent – we uphold principles of ethical recruitment including openness and transparency in our dealings with candidates and clients.

How to Apply

To apply for this post, click on the “Apply” button in the job landing page and complete our online application form. Please provide a CV and statement, which should be prepared before applying as they will be requested in the application process. The statement should be no more than 2 pages long and explain why you are interested in this post and how your skills and experience make you a good fit. Please relate your skills and experience to the person specification.

Closing Date

16th February 2023

Selection Process

All candidates will receive feedback. Shortlisted candidates may be required to undertake additional assessments and tasks prior to the final interview.

Diversity and Inclusion Policy

Equality and diversity are at the core of Oxford HR’s values. Staff are expected to work collectively and individually to promote a constructive and sensitive approach to others from a variety of backgrounds, where the work of others is valued and respected.

Queries

If you have any queries on any aspect of the appointment process, need additional information, or would like to have an informal discussion, please email project-coordinator-africa@oxfordhr.com

9 Oxford HR - Candidate Pack