LOGISTICS ASSISTANT

Shaping a stronger Oxfam for people living in poverty

Team Purpose: To ensure Oxfam has the Logistics and Administration capacity to develop and deliver high quality programmes for the Gaza emergency Response programme in Jordan.

Job Purpose: To provide Logistics and Administrative support to the Gaza Emergency Response Programme.

key Responsibilities

Work closely with the Logistics Officer in ensuring the efficient and effective implementation of the Gaza Response humanitarian relief material support executed from Amman, Jordan. S/He shall ensure complete oversight and pipeline on all supply chain (plans), procured goods and services designated for the Gaza Response Programme.

Technical

1. Procurement

• Liaises closely with the Logistics Officer, Programme and Finance staff concerning local and international procurement.
• Coordination with Logistics Officer for high level procurements as assigned/ delegated.
• Maintain and update procurement tracking sheets and supplier’s database as delegated.
• Assists staff as needed in creating a clear and understandable requisition/RO.
• Follow Oxfam procurement procedure in all procurement transactions.
• Ensure that donor policy and requirements for procurement, are followed.
• Conduct market surveys from time to time and with evolving contexts.
• To ensure the appropriate and high-level organised archiving system of all documents

1. Assets & Equipment:

• To ensure that all Oxfam assets and equipment purchased for Gaza emergency response program are registered in Amman office under Gaza emergency Response register.
• To manage Oxfam assets in Amman for Gaza response and maintain the assets register. 
• To maintain the Equipment and Inventory Spreadsheet while ensuring all are tagged
• Track all assets and equipment movements as required.

1. Fleet Management:

• Supervise and plan vehicle allocation in order to optimally serve the needs of the program and to regulate the use of vehicles for the Programme.
• Work with other staff member to make sure security and safety procedures followed for any Vehicle movements.
• Managing & Preparing vehicles rental and their contracts and processing payment of the contracts monthly.
• Organises for transportation of project materials from designated sources to the final destinations by the most cost effective and efficiency in coordination with the procurement and warehouse team and communicate with suppliers providing transportation for this purpose.
• Ensure the Oxfam rented vehicles movement guidelines are implemented and keep vehicle flies for all documentations for each vehicle and make sure that the vehicle daily logbook is maintained.
• Evaluate Drivers’ performance and recommend on any training needed for them.
• Regular inspection of the vehicles to ensure they meet the safety standard.

1. Admin:

• Provide general administration support to the Gaza emergency Response.
• Support the Logistics Officer organise meeting in Amman on Gaza emergency response related events as required.
• Ensure Oxfam Gaza staff are issued with Oxfam office access Cards while in Amman.
• Ensure all Oxfam staff traveling to Gaza are provided with timely and appropriate support including hotel booking, transportation services from the airport and from to the King Hussein and Allenby bridge in coordination with Admin team in Amman office.
• Ensure that all Administration and Logistics documents are kept in files (electronic and paper) maintained, updated, and archived in consistent manner and in line with the minimum standards and data protection regulations.
• Carryout regular admin stock inventory (stationeries and office consumables) as required.   
• Prepare payments requests as required for services, goods and or general labour.
• Arrange accommodation of Gaza staff and visitors into the Oxfam’s guest house in Amman.
• Some tasks might require flexibility with travelling to support teams in the field and project locations as designated by line manager.

1. WarehousING:

• Ensure the safe reception, storage, dispatching and reporting of movements of goods within the warehouse.
• Ensure the stock is managed according to the OXFAM Warehousing and Stock Management Standard protocols.
• Maintain records of daily workers and service contractors, schedules tasks, provides payments and ensures tasks are completed as planned.
• Monitor documentation entries for receiving and dispatching of goods, assists with entries for stock movements.
• Ensure stock discrepancies / damages are reconciled, documented, investigated, and reported to Budget Holders / Logistics Officer.
• Ensure filing of updated information and carrying out regular spot checks.
• Travel to field sites, loading bays, to receive and inspect goods for direct field dispatch.
• Interact with suppliers in the receiving and inspection of goods and ensuring GRN are issued.
• Maintain physical and electronic copies of all stock and inventories for the Response in Amman
• Liaise with Logistics Officer and Programme teams on report generation and dissemination, while ensuring regular and continuous follow up and feedback on dormant stocks.

skills, experience and knowledge

Essential

• At least two years’ experience in Logistics in INGOs
• Proven experience and knowledge of operational Admin, Logistics & Supply practices, policies & procedures.
• Experience of working in emergencies or chronic conflict environment with good planning
• Proven ability to communicate effectively both internally and externally, orally and in writing.

Desirable

• Good written and spoken skills in Arabic and English languages
• Initiative and pro-active problem-solving skills
• Proficiency in the use of computers and 365 packages
• Strong ability to pay attention to details.
• Good organisational skills.
• Good reporting skills.
• Flexibility and ready to work extra hours where required.

Key Attributes

• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of humanitarian work.
• Commitment to Oxfam’s safeguarding policies to ensure all people who encounter Oxfam are as safe as possible.