Logistics & Warehouse Officer ( Beirut )

Logistics & Warehouse Officer

JOB DETAILS

LOCATION: Beirut

CONTRACT TYPE: 3 months

JOB FAMILY: Property & Logistics

ONE OXFAM GRADE: D       ZONE: 2

DEPARTMENT:

GLOBAL PROGRAMMES                                                                         

TEAM: Property & Logistics

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.

DEPARTMENT PURPOSE:

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 position will be responsible for daily maintaining and implementation of logistics and admin operations in Oxfam’s office in accordance with the set policies and procedures.

JOB REPORTS TO

Finance & Compliance Manager

ROLES REPORTING TO THIS JOB

NA

BUDGET RESPONSIBILITY

NA

GEOGRAPHICAL SCOPE

Beirut-Mount Lebanon

KEY STAKEHOLDERS

All internal and external stakeholders

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

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 International standard procedures.
• Ensure receipt of goods is in good order as described on the purchase order & requisition ensuring relevant technical advice for receiving goods of specific technical nature.
• Organize the loading/unloading of store goods when dispatching to projects,
• 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.
• Ensure store management policies and procedures are implemented in all programme locations including emergency response warehouse set up temporarily.

Office Asset Management

• Conduct periodical and annual inventory counting and report to the line management and Roving logistics coordinator according to Oxfam GB procedures, including ensuring all field office locations maintain appropriate standards and procedures.
• Maintains close contact with electric maintenance suppliers, plumbers and ensure that all offices and warehouse are maintained in a standard condition.
• Keeps track of all asset and equipment movements and updates asset and equipment registers
• 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 and share for response program and line manager.

Procurement, Storage, and Distribution:

• Ensure the procurement of all supplies and service needs (high and low value transactions) as requested by various programmes are carried out in a timely and cost-effective manner and according to Oxfam Policy on procurement and keeping in mind any donor requirements on procurement.
• Coordinate all field deliveries with programme teams according to the volume of needs determined by the programme. To organize additional storage needs accordingly if required due to volume and needs.
• Effectively implement all information/data system necessary for the sound and transparent tracking and management of goods, including tracking requisitions tracking of movement of supplies and goods received and dispatched.
• Ensure the timely payment of all goods and services rendered, in coordination with budget holders and the finance department.
• Provide status updates for procurements related to field office to related Programs,
• Responsible for creation and management of list of contracted suppliers in, using Oxfam’s GB selection and pre-qualification processes.
• Weekly and monthly reporting to direct line manager on procurement tracking of all requisitions according to agreed deadlines and formats, as well as the field office monthly Status Report.
• Keep proper record of all expenditures, receipts, requisitions, purchase order forms, waybills and other documents.
• Support the procurement team in the procurement processes not limited to asset purchases and in specifications analysis.
• Going field trips with team to check distribution and assist them.

Project stock management & delivery

• Given current and projected programme needs, security requirements and health and safety procedures, enhance on warehouse facility, by designing and setup the layout, staffing structure, and clear approach.
• 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.
• Follow stock management plans.
• Assess and evaluate the most appropriate warehouse and location and setup warehouse systems & processes.
• Put in place adequate controls for the safe and efficient receipt, storage, picking and despatching of goods including periodic stock reconciliation.
• Selection of an appropriate mode of transport (or combination of modes) for any specific goods movement, and the appropriate vehicle within the mode
• Perform any other tasks as assigned by the line manager.

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

• Self-Awareness
• Mutual accountability
• Relationship building

In addition:

• Bachelor (BA) Degree in Logistics, Management or any other areas from a recognised university/collage that can bring an added value to the post.
• Minimum of 3 years of relevant experience in logistic, store keeping, compound and asset management preferably in an international NGO.
• Ability to adjust to constantly changing situations while maintaining focus on delivery and follow- through
• Able to work with little supervision, being innovative and use initiative to a good degree
• Strong interpersonal skills, sensitivity to cultural differences and ability to work in a wide variety of cultural contexts
• Data management and reporting skills
• Competent in the use of computers and Microsoft Office applications including word-processing (Word) and Excel.
• Commitment to humanitarian principles and action

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.