GBLCAREERS

27 Mar 2017

Logistics Manager – Drought Response

JOBfrom Oxfam GB Closing date: 02 Apr 2017
JOB TITLE: Logistics Manager – Drought Response

Duration: 12 months

Duty Station: Jijiga

Salary Level: C2 Global

Salary Range: £ 23, 326 – 33,234/annum

Closing Date: April 02, 2017

OXFAM PURPOSE:

To work with others to find lasting solutions to poverty and suffering.

JOB PURPOSE:

To lead the Logistics team in Somali Region, Ethiopia in the delivery of efficient cost effective and quality logistics services (Procurement of goods and services, warehouse, guesthouse, fleet etc) to support the delivery of Drought Emergency Response Programme delivery in Somali Region of Ethiopia. The person is expected to manage procurement of goods and services and assets worth more than 2 Million GBP.

BACKGROUND:

Oxfam has been working in Ethiopia since 1974, devoted to empowering people against poverty. In 2015-16, the organisation consolidated its efforts to meet the needs of the most vulnerable and has reached close to one million people across Ethiopia with life-saving humanitarian assistance. Oxfam’s Humanitarian programme currently operates through 3 field bases in Jijiga, Dire Dawa and Gambella and getting prepared to open three new satellite offices in remote field locations as part of its ongoing drought response. The development team currently operates in Oromia, Amhara, Tigray and Somali region.

The current humanitarian programme primarily includes two CAT 2 responses as follows: (i) 14 Million GBP drought response with a target of benefitting 700,000 people (Programme Focus WASH and EFSVL with gender and cross protection as cross cutting) in Somali, Oromia and Afar region both direct and through partners; (ii) 8 Million GBP response to South Sudan Refugee Crisis in Gambella with a target of benefitting 70,000 people (Programme Focus WASH and EFSVL with gender and cross protection as cross cutting). Oxfam is currently in process of winding up its AWD response in both Addis Ababa and Somali region. In addition, Oxfam has multiple emergency preparedness programme focusing on self and partners’ capacity building.

KEY RESPONSIBILITIES

Procurement and Supply Management

· Ensure strict compliance with all Oxfam logistics policies and procedures while managing logistics functions;

· Make assessment of logistics needs & issues for every new projects and provide inputs for budget and project proposal preparation;

· Ensure all suppliers’ contracts are properly managed and executed;

· Promptly prepare logistics plans and implement according to the programme/project cycle (start-up, implementation and closing);

· Ensure a clear and transparent supply chain; including prompt ordering and receipt of supplies in a timely and cost effective manner and conduct tender processes;

· Prepare and submit procurement tracking sheet, schedules and monthly reports;

· Ensure adequate filing and documentation of both Oxfam GB and partner procurement and contract documents as per the documentation policy guidelines to ensure compliance and audit trail;

· Oversee management of procurement and other logistics functions to ensure goods and services are purchased in time to facilitate Emergency Response Program implementation at the same time ensuring the organisation receives value for money;

· Ensures stock and purchase requisitions are completed following the Oxfam’s compliance guidelines and escalating when required to national level;

· Prepares the Supply pan proposed by the Program Manager, as well as the stock replenishment strategies;

· Prepare and send monthly and quarterly report regarding stock movement and reconciliation.

· Ensures the correct implementation of the Procurement Guidelines in line with the nature of the Emergency Response Program oversees open and closed tender procedures and performs bid analysis together with the Tender Committee;

· Ensure and provide support (training and hand holding) to Oxfam partners to strictly follow all the above functions; undertake regular monitoring and support visits to partner areas.

Warehouse and Stock Management

· Ensure that all goods are packed safely and segregated according to their nature;

· Manage stock data and tracking systems in accordance with Oxfam GB standard procedures;

· Ensure receipt of goods are in good order as described on the purchase order & requisition ensuring relevant technical advice for receiving goods of specific technical nature;

· Facilitate the loading/unloading of store goods when dispatching to projects;

· Carry out regular stock reconciliation and report of any discrepancy to the line manager;

· Ensure all health, safety and security precautions by all people involved in the store;

· Ensure the timely maintenance of the store building (s) and all equipment related to safe store keeping;

· Ensure that there is no unauthorized access to the store and the store area is smoke free;

· Produces stock/warehouse management reports on a monthly basis;

· Ensure and provide support (training and hand holding) to Oxfam partners to strictly follow all the above functions; undertake regular monitoring and support visits to partner areas.

Asset Management

· Manage asset inventory and tracking systems for all Oxfam GB assets in Jigjiga office and liaise with Addis office as necessary.

· Conduct periodical and annual inventory counting and report to the line management according to Oxfam GB procedures;

· Keep track of all asset and equipment movements and updates asset and equipment register;.

· Prepare list of obsolete asset and items for management decision and carryout the disposal accordingly;

· Ensure all assets and Oxfam properties are maintained to a good working order and appropriate standard;

· Produces asset and equipment reports on a monthly basis.

· Ensure and provide support (training and hand holding) to Oxfam partners to strictly follow all the above functions; undertake regular monitoring and support visits to partner areas.

Transport and Vehicle Management

· Ensure that office vehicles are checked daily and road worthy before any assignment;

· Place logbook for each vehicle and monitor records for accuracy and completeness;

· Ensure that all Oxfam GB vehicles insurance is renewed and up-to-date;

· Facilitate for timely annual vehicle technical inspection;

· Maintain data and update records of all vehicles;

· Ensure that daily transport is organised for courier service and driver are assigned based on the requests received;

· Maintain appropriate contracts with transportation companies and 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 drivers’ testing is conducted and records of staff authorized to drive is maintained and kept up-to-date;

· Establish regular service schedule and ensure proper maintenance is carried out by liaising with vehicle garage;

· Prepare reports of vehicle usage according to Oxfam GB guidelines on a monthly basis.

· Ensure and provide support (training and hand holding) to Oxfam partners to strictly follow all the above functions; undertake regular monitoring and support visits to partner areas.

Guest House Management

· Ensure safety and security of Oxfam staff and assets in its guest house;

· Ensure that the guest house is managed professionally;

· Undertake prompt and appropriate actions on staff concerns who are residing in Oxfam guest house

Oxfam specific

· Actively participate in the implementation of Performance Management. Including objective setting, performance review, upward feedback and personal development plans. Ensuring relevant aspects of Oxfam GB’s work in Ethiopia e.g. gender equity is reflected in your objectives.

· Ensure appropriate and effective performance management of line managed staff

· Be a member of Oxfam’s team; participating in appropriate staff meetings, planning sessions and on-going liaising as needed.

· Provide procurement management support to all field offices including support and training as required.

· Undertake other responsibilities as assigned by the line manager.

SKILLS AND COMPETENCIES:

· At least 5 years of solid multi-country practical experience as logistics specialist & 2-3 years as logistics Coordinator/Manager in humanitarian/development programme;

· University degree in procurement / logistics and supply management or closely related fields;

· Solid experience on suppliers’ contract management (from drafting, supplier performance , up to payment and termination);

· Good knowledge and experience of asset management and storekeeping;

· Previous experience of working on humanitarian programmes in Oxfam’s sectors of operation, particularly WASH, livelihood, gender and protection;

· Demonstrable ability to think creatively and practically to improve logistics management, including in insecure and remote management contexts;

· High degree of computer literacy and word processing and Excel skills;

· Excellent interpersonal and negotiation skills with demonstrable ability to lead, influence, and motivate others in a diversity of contexts and functions;

· Excellent self-awareness, as well as strong analytical and critical thinking skills;

· Excellent communication, facilitation, and team building skills;

· Ability to plan workload and demonstrate accountability for outputs with minimal direct supervision;

· Good organizational skills including accuracy, consistency, attention to detail, tenacity, and the ability to work under pressure;

· Fluency in English (verbal and written);

· Competent candidate having command over local language (Amharic / Somali) will be preferred;

· Competent candidate having existing legal right to work in Ethiopia will be preferred.

HOW TO APPLY:
Interested applicants who meet the above requirements should submit their application letter and CV through www.ethiojobs.net or using Oxfam link: https://jobs.oxfam.org.uk/vacancy/5865/description before OR on April 02 , 2017.

Only short listed candidates will be contacted.
Women are particularly encouraged to apply.

“This is an urgent recruitment and we will be short listing applications as we receive them and may fill the
position before the closing date, if there is potential candidate”.

Job ID: #1957149
Career categories:  Logistics/Procurement
Country: Ethiopia
City: Jijiga
Organization: Oxfam GB
Theme: Disaster Management
Water Sanitation Hygiene
Job years of experience: 5-10 years

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