Logistics & Administration Manager

LOGISTICS & ADMINistration manager

JOB DETAILS

LOCATION: Beirut - Lebanon

CONTRACT TYPE: Fixed Term, 1 year renewable

JOB FAMILY: Property & Logistics

ONE OXFAM GRADE:  C    ZONE: 2

DEPARTMENT: Logistics

TEAM: Lebanon

SALARY:  As per scale

HOURS: 40 (FTE)

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.

COMMITMENT TO DIVERSITY AND INCLUSION

We are committed to ensuring diversity and gender equality within our organization.

TEAM PURPOSE:

To ensure that Oxfam meets its business objectives and ensures that systems and procedures are in place, in accordance with local laws, to provide the required support to the country programme.

JOB PURPOSE:

This role will lead and manage all country logistics and admin responsibilties, including all logistics and admin staff. This role will support the country teams on the best use of Oxfam resources and will include logistics support to the programmes and advisory support to logistics staff in field sites.

JOB REPORTS TO

Country Director

ROLES REPORTING TO THIS JOB

Admin Officer, Logistics Officer Beirut, Logistics Officer Zahle, Logistics Officer Tripoli

BUDGET RESPONSIBILITY

None

GEOGRAPHICAL SCOPE

Beirut – Lebanon

KEY STAKEHOLDERS

Internal and external stakeholders  

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)

Strategic:

• To manage an integrated supply and logistics structure which involves liaising and working closely with all members of the Oxfam team to ensure forward planning and preparedness.
• Ensure that tenders, requisitions, budget reviews, and administration and other related queries are processed with speed, efficiency and adhere to Oxfam and donor regulations.
• To lead of roll out and in-country implementation/development strategy for admin, logistics/supply and policies and procedures.
• Building relations, advocacy, inter-relations with other NGOs, UN bodies and commercial companies on logistics / supply issues.
• Incorporate gender and diversity sensitivities into the day to day operations of logistics processes and procedures

Logistics:

• Liaise and communicate regularly with all departments to ensure everyone is aware of what stage Supply & Logistics requests are at.  Provide updates when necessary on changes in the supply chain and expected delivery lead times.
• Pro-actively manage vendors and the in-country vendor database—specifically through HELIOS system.
• Liaise regularly with finance on supplier's issues (terms and conditions of payments, quality, reconciliation of data between finance system and supply system).
• Work closely with programme and technical coordinators, project managers and others in order to maintain a broad knowledge of the varieties of Oxfam's standard equipment, keeping abreast of developments and changes in technical specification.
• Work closely with the logistics and supply support at Oxfam regional offices and executing affiliate node to ensure support to field requirements is processed in the most cost-effective manner and compliance to donor terms and conditions for procurement.
• Stock management; manage fleet of drivers and vehicles.
• In collaboration with project managers, design an appropriate supply structure, in line with Oxfam standards and procedures:

• Throughout the project cycle, provide information for the (re-)planning of supply activities, including in the early stages of new programmes and donor proposals.
• Periodically review the effectiveness and quality of the supply process
• Maintain a risk register for the supply chain in projects and prepare mitigating actions.

Administration:

• Responsible for management of Administration team, including checking and overseeing all payment requests and administrative processes are in line with financial procedures.
• Ensure effective facilities management, including leading office relocation planning, ensuring consultation processes with staff working groups, detailed evaluation of potential office premises, office move budgeting and office space allocation and facilities management is in place. 

Staff Management

• Manage the local admin, supply and logistics team, including definition of team size and structure, creating terms of references, acting as recruiting manager for logistic staff, training, objectives, supervision of tasks, evaluations, and performance management.
• Carry out induction and training for newly recruited staff, particularly those who would be involved in making logistics and supply chain decisions and therefore involved in procedures and donor requirements.

Partnership

•       Lead on the assessment and monitoring of Supply & Logistics capacity in partner organisations.

•       Ensure that the design and delivery of supply with implementing partners is collaborative

•       Coordinate activities and resources with implementing partners in order to achieve common objectives.

•       Assess and monitor learning and development needs for partner organisations.

•       Manage, develop, and implement learning interventions for partners.  

PERSON SPECIFICATION

Most importantly, every individual in Oxfam needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here)
• Ensure you commit to our ORGANIZATIONAL 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, or LGBTQIA identity."

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

ESSENTIAL

• Qualifications and/or extensive experience in logistics related skills as listed above (producing supply plans and managing supplies, including quote & tender process management, team management and support, vehicle fleet management), preferably in an NGO setting.
• Good understanding of donor rules and guidelines, including ECHO,EU, DANIDA, UNICEF and AICS
• Good organizational, forecasting and planning skills with the ability to review establish and implement effective systems.
• An understanding of requirements of a rapid response emergency operation
• Attention to detail and excellent numeracy.
• Diplomacy, tact and communication and negotiation skills.
• Fluent spoken and written English and Arabic
• Flexibility, adaptability to work under tight deadlines and pressure.
• Strong interpersonal skills.
• Can lead, manage and work well with a team.

SAFER RECRUITMENT: 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 promoting the welfare of children, young people and adults. 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. Offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.