Senior Supply and Logistics Officer (INT9041)

Oxfam is a global movement of people working together to end the injustice of poverty.

JOB DETAILS

DIVISION: Property and Logistics

TEAM: Supply and Logistics

LOCATION: Amman

CONTRACT TYPE: Fixed Term Contract

GRADE: D1

JOB FAMILY: Property and Logistics

SALARY: JOD 20,588 (Annual/ Pro Rata)

HOURS: 40 Per Week

FLEXIBLE WORKING: 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.

DIVISION PURPOSE: To work with others to find lasting solutions to poverty and suffering

TEAM PURPOSE: The Logistics Team is responsible for ensuring efficiency and effectiveness in delivery of Oxfam’s operations in Jordan through management of the Oxfam supply and logistics processes

JOB PURPOSE: The role of the senior Supply and Logistics Officer is to provide pro-active and efficient logistics support to the Oxfam programme teams to ensure timely and effective delivery of our programmes. This entails managing the procurement of all items, supplies and services required by programme and support the smooth running of the office and provide oversight to the management of fleet and all assets. In addition, the role will be expected to provide support and training to Oxfam programme partners in Logistics skills and to help such organisation to establish effective logistics procedures.

POST HOLDER REPORTS TO Country Logistics Manager
JOBS REPORTING TO THIS POST Supply and logistics officer, procurement assistant, fleet, and warehouse assistant
BUDGET RESPONSIBILITY No Budget Responsibility

DIMENSIONS OF THE ROLE

• Tasks are routine with well-defined targets and/or minimum standards, but requires flexibility and common sense in making necessary adjustments to suit individual circumstances
• Problems may vary but solutions can usually be defined from previous experience with judgement based on technical and management experience
• Role is independent and variable, combining standard activities with well-defined targets and/or minimum standards, but also requiring effective management of non-routine tasks
• Manage a team, including basic planning of day to day work
• Collect, analyse and provide information to other staff
• Impact is across programme
• Represent Oxfam and negotiate with a range of external organisations
• Contribute to the development of improvements to the department’s services, procedures and systems
• Regular communication is normally with their immediate manager but some posts require a broad range of communication (including negotiation) internally and externally.

KEY RESPONSIBILITIES

People management and Development

• Given the design of a project location in consultation with senior staff, identify staff requirement, staff gaps, and analyses the roles & responsibilities of Supply & Logistics
• Using standard job profiles, develop vacancy announcements, work with HR in recruiting staff including negotiating terms and conditions of
• Plan, organise and lead work of teams and individual staff members by establishing clear individual role objectives, monitoring support process, and provide feedback to improve
• Support staff in their career development and progression.

Reporting

• . Analyse supply chain performance using supply and logistics reports
• To receive and consolidate logistics activities update (fleet report, asset tracking, stock inventories, Procurement tracking report and analysis ) on monthly basis and report to CLM.
• Ensure that procedures and processes are up to date and
• Provided monthly logistics reports on time

Partnership

• Proactively share information with and from partners on plans, activities and resources
• Contribute to the delivery of learning for partner organisations

Fleet management

• Establish a vehicle and driver performance measurement system
• Establish supplies and control of fuel
• Ensure that drivers are assessed, evaluated and have suitable qualifications and are properly trained for the job
• Ensure all non-Oxfam drivers and transport companies hired for specific purposes know and follow Oxfam driving policies and procedures and are maintained up to Oxfam standards
• Ensure that all operational Oxfam and rented vehicles are fitted with GPS and are tracked

Warehouse/store, Asset & equipment inventory management

• Provide information for the development of organisational asset management plans
• Establish day to day system for asset and equipment issuance tracking
• Ensure that Oxfam Assets and update Assets & inventory register regular basis in HELIOS systems and maintain a register book for issuing of equipment /assets etc…
• Ensure all assets are tagged properly
• Ensure monthly Assets and inventory register lists are submitted to Country Logistics Manager.
• Plan, organise and control of warehouse over-all operations.
• Carry out regular physical random warehouse checks of commodities and inventory.
• Ensure that workplace's health and safety requirements are met and take responsibility for the security of the building and stock.
• Prepare all procedures and necessary steps for commodity disposal;

Project stock management & delivery

• Follow stock management plans.
• Assess and evaluate the most appropriate warehouse and location and setup warehouse systems & processes
• Put in place adequate controls for the safe and efficient receipt, storage, picking and despatching of goods including periodic stock reconciliation.
• Selection of an appropriate mode of transport (or combination of modes) for any specific goods movement, and the appropriate vehicle within the mode

Project supply planning & review

• Assess organisational capacity and strength and weaknesses in supply, logistics within Oxfam
• Collect information on the availability and quality of local products and services as well as constraints for S&L in a given operational context that Oxfam operates in Jordan
• Review and update the Supply planning regularly
• Seek to understand the role of other functions in Oxfam and identify opportunities for collaboration in supply & logistics support to programs
• Contribute to the planning of project supply chains
• Schedule S&L operations and the application of scarce resources in relation to need/ project priority.
• Provide and analyse operational (transaction) data for re-planning project implementation and support.
• Identify the need for operational relationships with other activities within the supply chain
• Identify (supply chain related) risks that can prevent the delivery of projects
• Contribute to the assessment of operational and financial performance.
• Identify and escalate problems in S&L systems

Procurement:

• Agree deliverables with clients based on project needs and specifications as per the Supply plans
• Collect feedback from clients for improvements in Procurement operations
• Place order or contract according to Oxfam procurement rules and procedures incompliance with donor requirements
• Provides monthly complete and accurate status reports
• Maintain supplier & contract databases; update periodically according to Oxfam policy and procedures
• Develop and maintain effective working relationship with suppliers
• Given a service level agreement, monitor and evaluate supplier performance, and establish a feedback mechanism for information on supplier performance
• Work effectively with the agents involved in import and export, and stay abreast of changes in Import & Export procedures

Ensure compliance with import and export customs procedures

• Provide support to procurement department in procurement process through HELIOS systems.
• Provide back up support in absence of team member in logistics department as required.
• To conduct full tender processes, gather quotations and be accountable for ensuring such processes are conducted according to donor and Oxfam policies.
• To liaise closely with the Country Logistics Manager, the supply and Logistics Officer (Warehouse and fleet assistant) and programme teams on all procurements.
• Ensure best quality/value solutions are sought for all procured items.
• To keep proper records of expenditures and be responsible for financial transactions carried out.
• To ensure that all transactions are carried out in a transparent, fair and accountable
• To ensure that your activities are carried out according to Oxfam logistics, purchasing and supply policy.
• To ensure that all working practices are adhered according to Oxfam guidelines.

PERSON SPECIFICATION

Most importantly, every individual at Oxfam GB needs to be able to:
• Live our values of INCLUSION, ACCOUNTABILITY and EMPOWERMENT (read more about these here).

• Ensure you commit to our ORGANISATIONAL ATTRIBUTES (including adhering to the Code of Conduct):

1. Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability or class.
2. Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

Desirable

Experience, Knowledge & Competencies

• Degree in Supply Chain Logistics Management, Purchasing and Supply, Warehousing Management, such as the Certificate in Humanitarian Logistics programme (CHL).
• 4-5 years’ experience Experience in logistics management preferably with an International Non-Governmental Organisation
• Fluency in spoken and written English and Arabic languages
• Ability and willingness to travel regularly, at times at short notice, locally and regionally

Others: Perform any other duties as assigned by Line Manager

Safer recruitment: All offers of employment are subject to satisfactory references and appropriate screening checks (which can include counterterrorism, safeguarding and criminal records checks). You can find out what this means here.

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.

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