Logistic Coordinator

Description

• The Supply and Logistics Officer provides advise to senior management and technical support in procurement, fleet management, warehousing and property management to the country office and sub offices. The Officer will be exemplary in commitment to Oxfam Novib core values, upholding principles and policies

Duties

Procurement and Purchasing

• Ensures that logistics activity in Oxfam is carried out in accordance with the Oxfam Supply and Logistics manual, and in accordance with local laws and donor requirements
• Advises and supports the overall team in achieving an on time and within budget delivery of requests without compromising quality and policy objectives
• Supports identification, evaluation and development of project supply plans and creates annual procurement plans
• Procures and ensure the continuous availability of needs for the smooth running of the Country office, programme and field offices
• Sources or support in sourcing of goods and services, focusing on optimizing cost, quality and service delivery via efficient procurement planning and scheduling, inventory minimization and customer order fulfilment requirements
• Leads and supports vendor selection processes and select top quality 3rd parties and partners based on predetermined criteria and set Oxfam standards
• Ensures that there is an approved requisition for all purchases with valid project/fund numbers dully filled out before any purchase is made; ensures assignment of unique Requisition number to each requisition and ensures proper registration into requisition tracking sheet
• Studies approved requisitions and raises any unclear issues with regards to specifications, delivery times with the respective requesting officers & partners
• Solicits for enough quotations according to Oxfam policies from reputable vendors using acceptable competitive bidding procedures, ensuring that all requests for bids are in writing and documented on file
• Prepares Purchase Orders (PO) for the successful bidder following approval of the bid analysis and makes sure that contracts, when needed, are properly signed and filed
• Ensures that PO’s and contracts are secured before purchases are actually made. Maintains close communication with the vendor/supplier to ensure prompt delivery and keep requesting officer informed on progress of procurement
• Ensures complete procurement documentations following receipt of goods and receipt of invoice
• Implement and document Oxfam Novib standard procedures and practices of purchasing, and promote accountability of resources
• Develops and maintains a supplier list for reference prices update periodically according to Oxfam policy and procedures
• Establishes and participates in procurement committees, ensuring that the process are smooth, timely and meet both internal and donor guidelines, giving advice and appropriate support
• Maintains a contract database, and ensures that blacklisted suppliers are not used by Oxfam
• Given a service level agreement, monitors and evaluates supplier performance, and establishes a feedback mechanism for information on supplier performance
• Develops and maintains effective working relationship with suppliers
• Collects feedback from clients for improvements in Procurement operations
• Provides regular complete and accurate status reports on requests
• Provides information and support in regards PARCEL to project team and partners
• Works effectively with the agents involved in import and export to ensure compliance and speed on delivery, and stays abreast of changes in Import & Export procedures

Asset and Property Management

• Prepares and register all fixed and non-fixed assets and equipment in the registers according to Oxfam procedures
• Conducts periodical and annual inventory counting and reports to the line manager according to Oxfam Novib procedures
• Keeps track of all asset and equipment movements and updates assets and equipment registers
• Supports assets management, replacement and disposal; ensures timely and accurate asset disposal with proper documentation and entries in the registers
• Prepares schedules to track lease expiry dates and rent payments and submit them from approval on agreed periodic basis

Warehousing and Stock Management

• Ensure that all goods are packed safely and segregated according to their nature based on Oxfam standards
• Manages stock data and tracking systems in accordance with Oxfam Novib standard procedures
• Ensures receipt of goods is in good order as described on the purchase order and requisition ensuring relevant technical advice for receiving goods of specific technical nature
• Organises the loading /unloading of store goods when dispatching
• Carries out regular stock reconciliation and reports any discrepancies to the line manager
• Ensure all health, safety and security precautions by all people involved in the store
• Ensures the timely maintenance of the warehouse and all equipment related to safe storekeeping
• Ensures store management policies and procedures are implemented in all programme locations including emergency response offices set up temporarily
• Produces stock/warehouse management reports on a monthly basis or when required
• Carried out Year End Inventory Verification and takes appropriate action for discrepancies

Transport and Fleet Management

• Supervises drivers maintaining the vehicle fleet and coordinating vehicle allocation for staffs, partners and visitors
• Supervise the work of the drivers to ensure proper vehicle allocations, tracking of vehicle related costs inclusive of monitoring maintenance/repair/service schedules and fuel
• Ensures proper vehicle allocation
• Maintains accurate and update vehicle files and ensure that mileage log sheets, vehicle repair records, service and related costs documentation are prepared using Terramar networks and used as required
• Ensures monthly fuel usage reports for all vehicles are prepared and maintains proper file records
• Ensures monthly spares usage and vehicle service reports
• Ensures that vehicles are checked for road worthiness before any assignments
• Ensure that all vehicles insurance is renewed and up to date

Requisites

• First degree or equivalent in Supply Chain, Logistics Management, Business Administration, or any other relevant discipline of study
• Minimum of 4 years “hands-on” working experience in logistics management with an international NGO including 1 years at supervisory level, desirable to have experience within the Humanitarian context
• Proven experience of establishing and implementing logistics/procurement systems, warehouse and fleet management
• Good understanding of working with donor requirements and prior experience of monitoring/managing budgets
• Excellent organizational, problem-solving and negotiation skills. The ability to remain calm whilst deal with conflicting priorities/work under pressure is essential
• Excellent communication skills (oral and written) and report writing skills in verbal English
• Strong analytical skills and experience using a computerised information management system (Ms. Word, Excel, Accounting/ Procurement software etc.)
• Critical focus on providing a superior service level to managers and colleagues and delivering agreed results within time and budget constraints and to expected standards
• Ability to represent Oxfam in a professional and competent manner with external individuals and organisations
• Ability to meet deadlines and able to organize work effectively whilst being proactive and showing initiative and tenacity (achieving results)
• Commitment to Oxfam’s overall aims and policies and experience of promoting women’s rights and the interests of marginalized people in all aspects of Oxfam’s work
• Ability to show logic and thinking through options before deciding on a course of action (thinking and understanding)
• Training skills in one to one capacity groups and support role (leading others and working effectively with others)
• Proven experience as a team worker and demonstrably cooperative with members of other teams, responding quickly and accurately to queries and issues
• Ability to travel to the field – could be frequent (self management)
• A high level of self-awareness, personal energy, stamina and flexibility. Ability to work creatively, effectively and under own initiative

Notes

• Only shortlisted applicants will be contacted