Logistics Officer (INT9390)

Logistics Officer (INT9390)

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 – Jordan

CONTRACT TYPE: Fixed Term Contract

GRADE: D2 National

JOB FAMILY: Property and Logistics

SALARY: 15,575 – 21,065 JOD gross per annum

HOURS: 40 hours 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 purpose of this role is to manage, procurement, transport, warehouse & assets systems and provide specialist advice and/ or support to deliver an efficient, cost-effective, and quality transport, warehouse, and Assets services in Amman.

POST HOLDER REPORTS TO Country Logistics Manager
JOBS REPORTING TO THIS POST Procurement, fleet & 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 small team, including basic planning of day to day work
• 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

Staff Management

• 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 roles.
• 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 performance.
• Support staff in their career development and progression advising logistics management of development needs and aspirations.

Reporting

• Ensure permanent visibility on activity.
• To receive and consolidate logistics activities update (fleet report, asset tracking, stock inventories, requisition tracking and analysis) on monthly basis and report to CLM.
• Ensure that procedures and processes are up to date and communicate

Partnership

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

Project supply planning & review

• Contribute towards the assessment of 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
• 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:

• Oversee procurement schedule and prioritization with programme team, according to supply plans.
• Provide support to procurement department in procurement process through HELIOS systems.
• Provide back up support in absence of team member in logistics department.
• To conduct full tender processes, gather quotations and be accountable for ensuring such processes are conducted according donor and Oxfam policies.
• To liaise closely with the Country Logistics Manager, the Logistics Officer (Warehouse and Distribution) and programme teams on all procurements.
• Ensure visibility of information (RQ Tracking, Supplier Database, Cost Database) by providing electronic updates to key programme staff on a regular basis.
• 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 manner.
• To ensure that your activities are carried out according to Oxfam logistics, purchasing and supply policy.
• To ensure that all working practises are adhered to according to Oxfam guidelines.

Project stock management & delivery

• Follow stock management plans.
• Assess and evaluate the most appropriate warehouse and location according to project need reporting findings to logistics manager and setup warehouse systems & processes according to agreement.
• Ensure adequate controls are in place for the safe and efficient receipt, storage, picking and dispatching of goods including periodic stock reconciliation.

Fleet management

• Utilise appropriate tools in order to adequately manage vehicle fleet, generators, pumps and other equipment with an engine.
• Ensure supplies of fuel is controlled
• Ensure that drivers are assessed, evaluated and have suitable qualifications and are properly trained and performance managed for their job.

Asset & equipment inventory management

• Establish day to day system for asset and equipment issuance tracking.
• To ensure that your activities are carried out according to Oxfam logistics, purchasing and supply policy.

Person Specification

Most importantly, every individual at Oxfam Italia 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, class, or identity.

1. 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.

Experience, Knowledge & Competencies

Essentials

For this role, you will need to model Oxfam’s feminist leadership approach so we have selected the most relevant feminist leadership practices which we will use for assessment purposes (which you can read more about here):

• Self-Awareness
• Choose an item.
• Choose an item.

In addition, an ideal candidate will also have:

Essential

• Degree in Supply Chain Management, Management, Accounting or related disciplined with 2–3 years’ experience in Transport, warehouse/asset management. A combination of relevant training and experience may be considered in lieu but not vice versa.
• Experience in logistics management preferably with an International Non-Governmental Organization
• A critical focus on providing a superior service level to managers and staff and delivering agreed results within time to expected standards
• Good people management abilities, able to manage and develop other people’s professional standards and potential
• Good organisational and personal management skills, with ability to prioritize work issues to meet deadlines with minimal supervision and adjust to constantly changing situations while maintaining focus on delivery and follow-through
• Good analytical and conceptual thinking skills with a proven proactive approach to identifying and resolving problems and suggesting improvements that continuously seek to provide a better service to Oxfam. Strong attention to detail
• Experience working with external contractors and suppliers, with good influencing and persuasive skills and ability to build and maintain strong working relationships and represent Oxfam in a professional and competent manner
• Good personal communication skills, in written and especially verbal English
• Strong numeracy skills and good computer skills (Word, Excel etc..)
• A high level of self-awareness, personal energy, stamina and flexibility. Ability to work creatively, effectively and under own initiative
• Commitment to Oxfam’s overall aims and policies and experience of promoting gender equity and diversity and the interests of marginalized people in all aspects of Oxfam’s work

At interview, shortlisted candidates will also be assessed on our values and organisational attributes, as outlined above.

Desirable

• Fluency in spoken and written Arabic languages
• Ability and willingness to travel regularly, at times at short notice, locally and regionally

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.

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.

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