Oxfam is a global movement of people working together to end the injustice of poverty.
The Role
Procurement and Logistics Support– 27%
- 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.
- To support logistics staff to ensure that warehousing management and assets tracking systems are maintained and implemented.
- 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
- Maintaining Oxfam assets including the recording of assets; disposal of assets; reporting any asset movement, loss or damage.
- 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 payment requests to Finance. To open and maintain necessary logistics and supply files. To be responsible for follow-up on all pending purchases and related issues.
- To prepare and submit weekly procurements reports as requested. To report monthly on all procurement activities to the Logistics Manager.
- Management of Storage Management. 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
- Any task reasonably assigned to you by your line manager or designated person
- To maintain an efficient requisition tracking system.
- 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 procurement activities 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
- 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 payment requests to Finance. To open and maintain necessary logistics and supply files. To be responsible for follow-up on all pending purchases and related issues.
- To prepare and submit weekly procurements reports as requested. To report monthly on all procurement activities to the 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
- Any task reasonably assigned to you by your line manager or designated person.
- Make the necessary reports on the procurement management.
Fleet Management: - 25%
- 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: - 25%
- 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 and
- 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.
People Management – 15%
- 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 - 7%:
- 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
Essential - Experience, Knowledge, Qualifications and Competencies
- At least 4 years of related experience with INGOs.
- Related education at least college degree
- Ability to plan, priorities and organize 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 organize work effectively and supporting others
- Computer literate, including word processing, databases/ spreadsheet use
Desirable
- Financial management ability.
- Experience of supervision of staff.
Recruitment is urgent: Interested candidates are encouraged to apply as soon as possible and not to wait until the closing date, as CVs will be reviewed as they are submitted and interviews will be conducted on a rolling basis.
Flexfam
We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you. We think this role would work particularly well as a partially home-based role or job share.
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.
How to apply
As part of your online application, please upload your up to date CV and a covering letter explaining your suitability against the essential criteria in the job profile.
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.
In response to Covid-19 if you are offered a role where you are required to travel between countries please ensure you have been briefed by the Hiring Manager about any changes to working or precautions you should take as part of your role.