Job ID
45701
Job Title
Allocation Assistant
To work for
Oxfam Syria
Country
Syria
City
Damascus
Field of Work
Analysis/Statistic - HR/QM - Humanitarian/Disasters
Job Type
Part Time
Military service
Not Specified
Minimum Education Level
Bachelor/ License Degree
Responsibilities
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 fulfill 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.
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 fulfill 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.
Qualifications
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.
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.
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.
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.
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.
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.
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.
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.
Salary and Benefits
As Per Oxfam Salary Scale
About us
Oxfam is an international confederation of 17 organizations networked together in more than 90 countries, as part of a global movement for change, to build a future free from the injustice of poverty.
In Syria :
While Oxfam has been present in the region since 1970, it began operating in Syria through its Damascus based presence in July 2013. Since then, Oxfam has been responding to both the urgent WASH needs for vulnerable people, and has been working on the rehabilitation of water systems in order to provide durable, more sustainable solutions to the affected populations. Interventions implemented under Oxfam's WASH Programme include: Provision of Acute Emergency Life-Saving WASH Services, Rehabilitation of Water Systems, Hygiene Promotion and Water Conservation, Capacity Building and Training, and Improved Emergency WASH Coordination. To date, Oxfam has been worked in 10 governorates, seeking out to over 2.5 million beneficiaries.
In Syria :
While Oxfam has been present in the region since 1970, it began operating in Syria through its Damascus based presence in July 2013. Since then, Oxfam has been responding to both the urgent WASH needs for vulnerable people, and has been working on the rehabilitation of water systems in order to provide durable, more sustainable solutions to the affected populations. Interventions implemented under Oxfam's WASH Programme include: Provision of Acute Emergency Life-Saving WASH Services, Rehabilitation of Water Systems, Hygiene Promotion and Water Conservation, Capacity Building and Training, and Improved Emergency WASH Coordination. To date, Oxfam has been worked in 10 governorates, seeking out to over 2.5 million beneficiaries.
Required employees number
1
Posted On
Dec 01, 2025
Expiry Date
Dec 16, 2025
CV Language
English
