The Role:

Oxfam GB in Syria is looking for Allocation Assistant based in Damascus, Head Office

TEAM PURPOSE: The Allocation team, under HR, provides centralized support to Hub teams in the allocation and monitoring of Field Support Personnel (FSPs) through the digital system. Functionally linked to the Program Coordinator (PC), the team ensures FSP assignments are aligned with operational priorities, SOPs, and field requirements. The team monitors attendance, performance evaluation completion, and exceptional cases, enabling Hub teams to focus on program delivery while ensuring transparency, accountability, and efficient utilization of FSP resources.

JOB PURPOSE: The Allocation Assistant ensures efficient, transparent, and accountable allocation of Field Support Personnel (FSPs) through the digital FSP Management System. The role manages allocation requests submitted by Team Leaders and Officers, monitors compliance with SOPs, tracks attendance, oversees performance evaluation completion, and manages exceptional cases within the system. The Allocation Assistant operates entirely system driven, coordinating operational matters with the PC and HR/compliance matters with the HR Manager.

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

1. FSP Allocation & System Management

• Allocate FSPs based on availability submitted in the system to fulfil requests from Team Leaders and Officers.
• Ensure impartial allocation according to system data, SOP rules, and program needs.
• Maintain accurate, centralized allocation records and verify data integrity.
• Process allocation requests and cancellations promptly in the system.

2. Coordination with Managers

• Liaise with Team Leaders, Officers, and Area Managers regarding allocation requests, task priorities, and system-related issues.
• Communicate allocation confirmations through system to TL/Officers through email.
• Coordinate operational exceptions, task redistributions, or allocation issues with approval of Program Coordinator.
• Coordinate HR/compliance issues, policy clarifications, and escalations with HR Manager.

3. Attendance & Compliance Oversight

• Monitor attendance submissions in the system and ensure monthly attendance sheets are shared for payment processing.
• Track compliance with FSP availability confirmations, two-week scheduling windows, and cancellation protocols.
• Escalate repeated non-compliance, deviations, or SOP violations to PC.

4. Exceptional Case Management

• Handle system-based exceptions such as sudden cancellations, short-notice availability changes, or deviations from the 15-day availability window.
• Ensure proper documentation for all exceptions (e.g., health or bereavement proofs submitted via the system).
• Coordinate approvals for operational exceptions with Program Coordinator.
• Manage redistribution of FSPs in the system to minimize operational disruption.
• Maintain confidentiality of sensitive personal or health information.

5. Performance Management Monitoring

• Monitor timely completion of FSP performance evaluations via the online system and dashboard.
• Flag delays, inconsistencies, or missing evaluations to Program Coordinator.
• Document flagged issues and track follow-up actions to ensure accountability.
• No direct communication with FSPs regarding performance; all actions are system and Area manager-7. SOP Alignment & System Feedback

• Ensure allocation practices strictly comply with SOPs.
• Provide actionable recommendations to Program Coordinator and HR Manager for system improvements, process flow enhancements, and SOP clarifications.
• Monitor weekly field plans to verify alignment of allocations with operational requirements.

6. Escalation & Decision-Making

• Resolve minor system-based allocation issues internally with Team Leaders or Officers.
• Escalate operational issues, task exceptions, or redistribution needs to Program Coordinator.
• Escalate HR/compliance, repeated non-compliance, or contract-related issues to HR Manager.
• Ensure all escalations are documented and tracked for accountability.

9. Ad-Hoc Duties

• Perform additional system-based tasks related to FSP allocation, coordination, or monitoring as assigned by HR Manager or Program Coordinator.

What we are looking for:

We’re looking for a candidate who cares about Oxfam's mission to end poverty and is personally aligned to our feminist principles and values of empowerment, accountability and inclusion in all you do.

An ideal candidate for the role will also be / have:

EXPERIENCE, KNOWLEDGE & COMPETENCIES:

ESSENTIAL

• Self-Awareness
• Systems Thinking
• Enabling

In addition:

• Bachelor's degree preferably in Business Administration / Data Science with Minimum 6 months of experience in program support / in humanitarian sectors, or High secondary education with 1 year of experience.
• Prior work in NGOs, INGOs, or humanitarian settings with complex field operations.
• Proven ability to manage data integrity, allocation records, and system workflows.
• Working knowledge of English.
• Proficiency in MS Office especially Excel and online management systems.
• Analytical skills to monitor system data, identify gaps, and flag issues.
• High attention to detail and ability to enforce compliance without direct personnel interaction.
• Well-developed interpersonal and team skills and proven ability to be flexible in demanding situations.
• Commitment to humanitarian principles and action.
• Commitment to Oxfam’s equal opportunity and gender policies.
• Flexibility & Adaptability.

Desirable

• High attention to detail, accuracy, and compliance orientation.
• Effective communication skills with managers, officers, and operational staff.
• Ability to work independently, meet deadlines, and prioritize urgent requests.

We offer:

We offer a competitive salary and a range of additional benefits to staff including annual leave, additional leave allowances, company sick pay, life assurance and a range of other benefits. 

From the day you join Oxfam we invite you to stretch and learn in your role. Our wide range of Learning & Development opportunities includes in-house courses, e-learning modules, on-the job learning opportunities, coaching and mentoring, and much more. 

You can read more about all Oxfam has to offer here.

How to apply:

As part of your online application, please upload your up to date CV and Cover Letter explaining your suitability against the essential criteria in the job profile.  

Our values and commitment to safeguarding

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. 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.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers 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.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

About us

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of international confederation of 21 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries. 

A thriving diverse Oxfam:

It’s people power that brings about change. To play our part as a global organisation working to overcome poverty and inequality, we need equality, diversity and inclusion across our community of staff, partners and volunteers. Together, we’re committed to becoming a more diverse workforce, better able to tackle the global challenges that face our world today.

To do that:

• We need to dismantle the unequal power structures that exist everywhere, this including Oxfam and the wider development and charity sectors.
• We need an inclusive Oxfam where everyone can bring who they are to our work and feels celebrated for the differences they bring.
• We want and need everyone, and that means we need you.