LOGISTICS OFFICER
JOB DETAILS
DIVISION: Property and Logistics TEAM: Supply and Logistics
LOCATION: Zaatari CONTRACT TYPE: Fixed Term Contract
GRADE: D2 JOB FAMILY: Property and Logistics
SALARY: TBC HOURS: 40 HOURS
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 staff
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.
• To ensure a national tender is conducted for the CHI and frequently program procured items and have a framework agreement signed for these.
• 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 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, 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.
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
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 PERSON SPECIFICATION
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.