Senior Logistics Officer

Job Description

Position Summary

We are looking for A Senior Logistics Officer who is able:

Procurement and Logistics Support– 25%:

• To support logistics staff, in the maintenance of an efficient requisition tracking system.
• To support logistics staff to keep records of and maintain contacts with suppliers and local repair/maintenance shops, and to conduct price comparisons among them, in order to get the best deals.
• Responsible and accountable for ensuring that logistics activity in Oxfam is carried out in accordance with the authority of the Logistics, Purchasing and Supply Procedures Manual and the Oxfam Logistics Policy and in accordance with local laws.
• Responsible for all procurement activities including tenders and Framework Agreement process for Sana’a office and provide the same support to the field office upon request.
• To maintain a database of suppliers, equipment and specifications able to supply OXFAM Humanitarian/Development programme and to share this information with the Logistics and Programme staff.
• To prepare and submit weekly procurements reports as requested. To report monthly on all procurement activities to the country Logistics Manager.
• To maintain a complete and comprehensive procurement paper trail for Audit purposes
• To liaise closely with finance in order to understand fully the payment process and timing
• Make the necessary reports on the procurement management.
• Any task reasonably assigned to you by your line manager or designated person.

Fleet Management: – 30%

• Responsible and accountable for ensuring Oxfam Sana’a Fleets are in line with the Oxfam GB Procedure and vehicles handbook.
• Responsible and accountable for ensuring to follow up with the field offices to ensure Fleets are in line with the Oxfam GB Procedure and vehicles handbook.
• Support logistics staff in the planning of vehicle allocation in order to optimally serve the needs of the programme.
• To assist log staff to implement effectively the system of the daily checks that ensure rental vehicles are adhering to Oxfam contractual terms in relation to insurance documentation, servicing/maintenance schedules and safety and driving regulations.
• To assist logistics staff in ensuring proper systems are in place for maintenance/servicing of the generators to ensure optimum operation
• To support logistics staff in maintenance of an efficient fuel purchasing and replenishment systems.
• Make the necessary reports on the fleet management for fleet allocation, utilization, expenses, and fuel utilization.

Warehouse and Assets Management: – 30%

• To records all in and out of the store with proper documentations and in the system.
• Draft the regular and monthly reports on the warehouse reporting.
• Do physical varication of the warehouses and stock on regular basis.
• Records all assets in the office as per documentation, tag them.
• Do physical verification of the assets in related office as per supply manual and report to CLM and BSM and PMs.
• Maintaining Oxfam assets including the recording of assets; disposal of assets; reporting any asset movement, loss or damage.
• To support logistics staff to ensure that warehousing management and assets tracking systems are maintained and implemented.
• Responsible and accountable for ensuring to review and spot check the field warehouses to ensure field warehouses are in line with the Oxfam GB Procedure.

People Management – 10%

• Supervises the logistics teams reporting to this role on regular basis.
• For the logistics staff and especially reporting to logistics role, draft the capacity building plans, execute the capacity building plans.
• Evaluate the staff again the JP and job purpose time to time, and at least once a quarter. Do the annual evaluation and provide inputs to the further capacity enhance of the departmental staff.
• Ensuring that each team member of the department perform the assigned duties as per the highest standards, organization rules and regulations. Each department member is aware about, understand, and adhere to the compliance requirement set by donors, local authorities and as per country regulations.

General departmental Administration – 4%:

• To ensure that the Oxfam logistics department systems, procedures and working practices are adhered to Oxfam procedures and are in integration and harmony of all other departments.
• To ensure that the proper archiving and storing system are maintained to keep all the logistics and procurement records safe and retained as per the compliances requirement of donors.
• To ensure proper decorum in logistics office, and department staff respect and always follow the organization values.
• Be part on various procurement committee time to time and advice on procurement matters to the procurement committee members.
• To attend staff meeting and other related meeting where financial inputs are necessary.
• Follow the Code of conduct at all time and report any misconduct at per HR procedures.
• Adhere to all applicable SoPs, rules and regulations, and report any non-compliances when observed.

Security — 1%:

• Follow all SoP of Security and safety.
• To work closely with relevant staff to ensure that all Oxfam staff adhere the security protocols
• Upon need and advice, collaborate with the National Security Officer and Field Security Focal to train staff in security management as may be requested
• Report any security misconduct and security accident, as per SoP.

What we are looking for

This role will require:

Essential

• At least 4 years of related experience with INGOs.
• Related education at least college degree
• Ability to plan, prioritise and organise own and others’ work
• Able to communicate instructions and objectives clearly
• Keeps abreast of internal and external events that may influence role
• Anticipates outcome of activities and uses initiative to achieve targets
• Actively promotes high standards and continuous improvement
• Continually seeks out most efficient use of resources
• Pro-actively adapts and improves standards and working practices
• Able to advise and train on specialist skills to other departments / teams
• Written and oral Arabic and English
• Proven ability to organise work effectively and supporting others
• Computer literate, including word processing, databases/ spreadsheet use

Desirable

• Financial management ability.
• Experience of supervision of staff.
• Working knowledge of Arabic

Organizational Values:

• Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions
• Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen
• Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.