OUR WORK IN ETHIOPIA

Job details

Gambella with frequent travel to all field locations in Gambella Region

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. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at the interview stage

The Logistics Team is part of the business support team accountable for ensuring that all operational procedures of Administration and Logistics are adhered to and implemented in a manner that is compliant with Oxfam policies, standards and procedures.  In particular, the team provides professional, business-focused service on logistics, delivering proactive and solutions-based approaches for resolving issues.

The team will also ensure that the operational business requirements are effectively managed to deliver organizational results and support the achievement of programme outcomes.

JOB PURPOSE:

The Logistics Coordinator will be managing the entire logistics team at the base location. As such the role aims to support the team in meeting standards and is both proactive and reactive.

The role requires the ability to analyse and communicate complex information at several levels to a wide audience, both internal to Oxfam and to external actors

The role has some well-defined targets, but in such a challenging environment great flexibility will be required. In-depth knowledge of the principles underlying the key purpose and role is required to make decisions affecting the team and which may have impacted more widely within the programme. And to ensure gender mainstreaming through programme assessment, planning and implementation.

1.     Programme Management

• Provides direct support to the Program Manager on any high-risk or complex issues related to logistics support.
• Ensures all relevant guidelines and operating procedures are in place for logistics services and that training is provided to users in Gambella.
• Ensures all logistics functions operate in an effective manner, complying with all Oxfam International requirements and procedures while retaining a strong delivery focus.
• Liaises with senior managers at field level and in-country office, in order to resolve problems related to the effective functioning of logistics support
• Fosters and reinforce collaboration between the various logistics services in Gambella to improve overall efficiency

2.    Supply Management

• Implement and review periodically a Supply plan for each project in Gambella and ensure its effective and efficient use for all the procurements related to the project.
• In collaboration with the project manager, design an appropriate supply structure and supply plan, in line with Oxfam standards and procedures.
• Ensuring that the programme is informed of all developments in procurement policies laid down by the HQ, the Regional Office, or the Country Programme.
• Plan, organize and coordinate all procurement activities, in line with Oxfam standards and procedures and donor requirements, including but not limited to establishing a supplier database and framework agreements.
• Monitor implementation of procurement function periodically, providing advice and executing budget changes
• Develop KPIs for measuring the performance of suppliers and coordinate improvements to supplier performance.
• Provide advice & information to other departments on the commercial requirements of international trade.
• Develop risk management programmes to ensure continuity of supply in emergency scenarios

3.    Property Management

• Develops property strategy, if needed, and ensures its implementation, and effective property management within the Gambella office, complying with national government requirements and according to Oxfam International standards
• Respond to any questions related to lease and property agreements between Oxfam and owner or landlord
• Liaise with owners or landlords when reviewing/renewing leases and when property repairs and general maintenance are required
• Respond quickly to issues or concerns raised by tenants or Oxfam staff regarding the condition of the Oxfam office or expatriate housing

4.    Asset and inventory

• Develops, if needed, the asset systems and procedures aligned with Oxfam International standards and ensures proper asset management
• Apply any donor asset management requirements to assets and manage asset register
• Ensure periodic asset inspection, including asset condition and propose disposal method.
• Ensure adherence to guidelines for asset disposal and manage asset disposalManage asset tracking system and stock take to follow asset movement

5.    Fleet management

• Manage the fleet management function, ensuring that the operation complies with the relevant local regulations governing transport and Oxfam standards and procedures.
• Use fleet management systems to monitor costs and performance and prepare management reports.

6.    Communication and Safety

• Leads delegated Safety and security-related activities like staff evacuation plans and required hibernation stocks for the country program.
• Works closely with the security focal person in managing fleet and people move all the time, ensuring that required communications systems are put in place.
• Ensure Safety-related documents, such as incident reports, proposals or strategic objectives, are updated and reported, timely filled and with the quality needed. Ensure lessons learned are taken from them and changes implemented if needed.
• Collaborate with the program manager and security advisor to ensure all the safety equipment are fulfilled in the office, guesthouse warehouse, vehicles and compound.
• Respond to medical emergencies, threats, fire alarms, or intrusion alarms, following emergency response procedures as requested.
• Plan, direct, or coordinate safety and security activities to safeguard company assets, employees, guests, or others on company property

7.    Project stock management & delivery

• Given current and projected programme needs, security requirements and health and safety procedures, assess appropriate warehouse location, and design and set up the layout, staffing structure, and record-keeping system.
• Supervise, manage and coordinate all warehouse and distribution-related activities.
• Ensure timely reporting on material usage and stock level status and coordinate periodic reviews of minimum stock with project managers.

8.    People development and management    

• Leads the human resources planning for the logistics team in Gambella
• Manage, develop, and monitor team and individual objectives and work plans.
• Ensures that team members have access to staff development opportunities, identifies and addresses capacity gaps and provides ongoing counselling and support team members
• Manage and support the Logistics Team to deliver on the OCS, providing leadership, inspiration and guidance and ensuring that the management of the team is in line with Oxfam’s HR policies and procedures.
• With support from Human Resources Manager, manages the life cycle of individuals within the team from pre-recruitment to exit, including performance management processes, people’s development and working with HR on issues such as disciplinary matters among others.

9.    Reporting

• Ensure visibility of the Supply & Logistics function and activities, by collating and disseminating Supply & Logistics reports.
• Tailor information on supply chain performance—including savings and good practices—and use a range of approaches to influence different management audiences
• Use tools/systems, including KPIs, to review and analyse the supply chain and processes periodically to identify key risk and improvement areas
• Anticipate and coordinate requirements for institutional donor reporting.

Person specification

1 Self-Awareness

2 Mutual accountability

3 Strategic Thinking and Judgment

• Bachelor (BA) Degree from a recognized university/college in Logistics and Supply Chain, Operations, Business or other areas that bring an added value to the related job.
• Relevant experience of 7+ years in logistics preferably in an international NGO, out of which 2 years should be supervisory/managerial experience.
• A proven record of effective management of people and resources, including planning and organisational skills
• Excellent diplomacy, tact and negotiation skills, and good interpersonal and team skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
• Experience in management/supervisory responsibilities, including support to the development of others (including mentoring/ coaching, and team-building experience).
• Experience in insecure environments, and knowledge of the principles of security management.
• Sympathy with the aims and objectives of Oxfam.
• Commitment to humanitarian principles and action.
• Commitment to Oxfam’s equal opportunity and gender policies. Demonstrated experience of integrating gender and diversity issues into logistics programmes as an advantage.
• To be familiar with and abide by the NGO/Red Cross Code of Conduct, the People in Aid Code, Oxfam International procedures and other regulatory codes.
• Demonstrated experience of integrating gender and diversity issues into logistics programmes as an advantage.
• Good working knowledge of English,
• Have a valid driving license and driving experience Manual gear is a preference
• Strong analytical and strategic planning skills.
• Willingness to travel 40% to field bases and Addis.

Desirable

• Knowledge of logistics systems in INGO
• Previous fieldwork experience, ideally with non-governmental organisations.