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Logistics Coordinator

Full Time
  • Full Time
  • Gambela
  • as per org scale USD / YEAR
  • Applications have closed
  • Salary: as per org scale

Oxfam GB

Oxfam is currently seeking applications from the eligible applicants for the post of Logistics Coordinator  based  in Gambela,  Ethiopia.

Job Description

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. 

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.

OUR WORK IN ETHIOPIA

Since the early 1970s, we have been working to address the underlying causes of poverty and marginalization by focusing on developing sustainable livelihoods, providing water and sanitation, agriculture, climate research, gender, and humanitarian issues

Job details

DIVISION: OperationsTEAM: Logistics Team
LOCATION:

Gambella with frequent travel to all field locations in Gambella Region

CONTRACT TYPE: Fixed Term Contract 
GRADE: C2 National                         JOB FAMILY:  Property and Logistics
SALARY: As per the Oxfam benefit PackageHOURS: 37.5 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. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at the interview stage

TEAM PURPOSE:

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.

POST HOLDER REPORTS TORefugee Response Program Manager
JOBS REPORTING TO THIS POSTProcurement officer, logistics officer and Warehouse Assistant
BUDGET RESPONSIBILITYYes
KEY RESPONSIBILITIES

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.

Job Requirements

Person specification

Most importantly, every individual at Oxfam GB needs to be able to:

  • Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, SOLIDARITY, COURAGE AND EQUALITY

Our Values

  • Equality: We believe everyone has the right to be treated fairly and to have the same rights and opportunities.
  • Empowerment: We acknowledge and seek to expand people’s agency over their lives and the decisions that impact them.
  • Solidarity: We join hands, support, and collaborate across boundaries in working towards a just and sustainable world.
  • Inclusiveness: We embrace diversity and difference and value the perspectives and contributions of all people and communities in their fight against poverty and injustice.
  • Accountability: We take responsibility for our actions and inaction and hold ourselves accountable to the people we work with and for.
  • Courage: We speak truth to power and act with conviction on the justice of our causes.

 Ensure you commit to our THREE ORGANISATIONAL ATTRIBUTES:

1. Be committed to equal opportunities: demonstrating sensitivity to cultural differences and gender equality.

 

2. Be willing to learn and apply gender mainstreaming, women’s rights, and diversity and inclusion across all aspects of your work.

 

3. 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.

Ensure you actively ADOPT OXFAM’S FEMINIST LEADERSHIP APPROACH and apply the principles and twelve practices in your work. Read more about this here:

Read this guide to find out more about what our values, organisational attributes and feminist leadership approach mean for how we work

For this role, we have selected two of the most relevant feminist Leadership practices for this role (which you can read more about here:

1 Self-Awareness

Mutual accountability

Strategic Thinking and Judgment

Experience, Knowledge & Competencies

Essential

  • 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.

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 through www.ethiojobs.net or using Oxfam’s internal /External application portal https://jobs.oxfam.org.uk / or  https://jobs.oxfam.org.uk/vacancy/16759/description on or before March 09, 2022.

 

Your application will be shortlisted based on your CV and your responses to the above questions. You need not comment on your suitability against the essential criteria in the job profile.

Only shortlisted candidates will be contacted.

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