Logistics Officer

Job Description

Position Summary

The Role:

• To ensure compliance with Oxfam Logistics and Supply systems and processes in all aspects of the field office work.
• Adhere to all applicable SoPs, Code of Conduct, rules and regulations, and report any non-compliances observed.

General

• To ensure compliance with Oxfam Logistics and Supply systems and processes in all aspects of the field office work.
• Adhere to all applicable SoPs, Code of Conduct, rules and regulations, and report any non-compliances observed.

Project Supply Planning & Reporting 25%

• Provide any support required to programme team to develop budget proposals in line with donor guidelines or regulations.
• Work with programme team to develop supply plans for each project and review regularly to ensure they are actioned.
• Link with programme team for effective coordination and programme implementation.
• Anticipate and coordinate requirements for institutional donor reporting (e.g. assets).
• Lead on the assessment and monitoring of Supply & Logistics capacity in partner organisations.
• Coordinate activities and resources with implementing partners in order to achieve common objectives.
• Provide on the job training for Oxfam and partner staff on Oxfam logistics processes and procedures
• Ensure partner logistic staff are aware of other relevant Oxfam policies – Anti-Terrorism Policy, Aid diversion etc.
• Prepare monthly top up report for logistics expenditure (cash flow) and submit to finance
• Ensure visibility of the Supply & Logistics function and activities, by producing monthly Supply & Logistics reports and submitting to Country Office within the agreed timescale

Procurement 25%

• Responsible and accountable for ensuring that logistics activity in Oxfam is carried out in accordance with the Logistics and Supply Manual, procedures, Oxfam Logistics Policy, and local laws.
• To ensure compliance with Oxfam Logistics and Supply systems and processes during the sourcing of goods and services, ensuring appropriate storage of procurement documentation including quotations, requisitions, purchase order forms, goods received notes, receipts, waybills and all other documents are retained as per Oxfam and donor requirements.
• Participate in procurement/tender committee deliberations, advise the committee members on procurement procedures and prepare all related documentation including analysis and award letter.
• To keep records of and maintain contacts with suppliers and local repair/maintenance shops and undertake price comparisons in order to obtain best value for money and to maintain a complete and comprehensive procurement paper trail for Audit purposes.
• Prepare purchase/service contracts and follow up on execution and delivery of the goods and services.
• Make sure relevant staff have access to Helios system and train new staff.
• Manage all Contract Agreements and leases for Oxfam properties (Guest house, Office, warehouse) ensuring termination/renewals when the time is due.
• Submit payment requests for properties and all other procurements as required and be responsible for follow-up on all pending purchases and related issues.
• Manage the office and guest house generators to ensure that they are regularly serviced, maintained with fuel available and usage monitored.

Stock/Equipment/Assets 25%

• Ensure that the warehouse management and asset tracking is followed, participating in physical monthly check of assets and the equipment inventory of the warehouse.
• Record all in and out of the store with proper documentation and register them in the system.
• Advise programme staff of any stock that is due to expire and ensure any disposals/donations are completed promptly and according to Oxfam procedures.
• Undertake regular visits to warehouse and review stock positions, particularly long-standing items/sleeping items.
• Ensure stock for various donors can be identified, tracked, and reported, including stock left over from individual projects.
• Maintaining Oxfam assets: including the recording of assets; disposal of assets; reporting any asset movement, loss or damage
• Inform Programme Manager/Country Logistics Manager for any corrective action for long standing or sleeping items at warehouse.

Fleet/Transport 20%

• Plan and maintain daily/weekly movement of the vehicles as per the project need with correct visibility
• To effectively implement the system of daily checks to ensure that rental vehicles and drivers are adhering to Oxfam contractual terms in relation to insurance, documentation, servicing/maintenance schedules and safety and driving regulations.
• Ensure check of rental vehicles and drivers’ skills before engaging them to work with Oxfam for the sake of health and safety of staff, and maintain service and usage records as appropriate.
• Ensure rental vehicle drivers adhere to, and respect Oxfam’s vehicle policies and procedures as well as signing of non-staff code of conduct for all non-Oxfam drivers
• To maintain efficient fuel purchasing and replenishment systems.
• Make the necessary reports on the fleet management for fleet allocation, utilization, expenses, and fuel utilization.

Security 5%

• Follow all SoP for security and safety.
• To work closely with relevant staff to ensure that all Oxfam staff adhere to security protocols
• Upon need and advice, collaborate with the Security Officer to train staff/drivers in security management as requested

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:

• At least 3-5 years of experience with INGOs in a similar field.
• Related education up to college level.
• Ability to plan, prioritise, and organise own and others’ work.
• Able to communicate instructions and objectives.
• 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 the most efficient use of resources.
• Proactively 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
• Computer literate, including word processing and database/ spreadsheet use.
• Previous experience in Logistics

Desirable

Business support or supply chain or any relative bachelor’s degree

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.