Roving Logistics & Administrative Officer

Roving Logistics & Administrative Officer

JOB DETAILS

LOCATION: Roving Beirut & Zahle

CONTRACT TYPE: Fixed Term, 1 Year

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 program.

JOB PURPOSE: This position will be responsible for daily maintaining and implementation of logistics and admin operations in Oxfam’s Zahle office in accordance with the set policies and procedures with possibility of travel to Beirut and Tripoli.

JOB REPORTS TO

Country Logistics and administrative Manager

ROLES REPORTING TO THIS JOB

Cleaner & drivers

BUDGET RESPONSIBILITY

NA

GEOGRAPHICAL SCOPE

Zahle, Tripoli and Beirut, Lebanon

KEY STAKEHOLDERS

Logistics and administrative manager, Zahle Drivers

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

DIMENSIONS:

• Tasks will usually be routine and requires solid planning skills, but also may require use of initiative and a flexible approach to handle ad hoc requests
• Responsible to lead on all Zahle-related procurement, storage, and support fleet management
• Responsible for all Zahle-related facility management and administration.
• Responsible for the proper storage in warehouse and allocation of Oxfam assets and other equipment regarding health and safety standards and guidelines
• Close coordination and information sharing with direct line manager in Beirut and key stakeholders, including project managers and technical coordinators.
• Regular communication with a broad range of external stakeholders e.g. contractors and suppliers.

General:

• Ensure that logistics and supply (purchasing activities) within the Zahle office are carried out according to Oxfam’s policies and principles by using standard tools and templates, donor requirements and are in accordance with the Lebanese laws.
• Responsible for maintaining good and professional relations and establish good contacts with vendor-suppliers, other humanitarian actors (including UN agencies) and government departments that relate to logistics
• Contributing to Project planning, in terms of having an appreciation of the field constraints and capabilities.
• To write a weekly & monthly logistics report including aspects on asset tracking, stock inventories, requisition tracking and procurement.
• Any task reasonably assigned to you by your line manager or designated person

Asset Management

• Maintaining and updating Oxfam assets including the recording of assets; disposal of assets; reporting any asset movement, loss or damage
• Asset Management, including ensuring appropriate storage and maintenance of assets.
• Tag / Register assets once the commodity is delivered to Oxfam premises.
• Compile monthly asset reports / Spot check reports and submit to your line manager
• Carry out spot checks for both assets/inventory
• Visit field sites to assist with asset physical verifications on monthly basis, ensure all systems are executed with adherence and compliance to the policies especially for fiscal year-end reporting.
• Coordinate with field offices for the transportation of assets and properties, verify needs and support through all the logistics services associated.

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 Zahle field office to related Programs,
• Responsible for creation and management of list of contracted suppliers in Zahle, 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 program me 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

Vehicle and Fleet Management

• Maintain Zahle vehicle fleet management routines, vehicle checks including logging, onboard equipment, tools and documents and regular service due dates.
• Manage performance of Zahle drivers
• Prepare weekly movements
• Ensure good maintenance of the vehicles and keep them in optimum condition and used cost-effectively.
• Ensure drivers handbooks, emergency numbers and staff contact list is updated and kept in all vehicles with the help of logistics assistant
• Spearhead weekly vehicle checks using the provided Oxfam vehicle checklist. 
• Ensure generation of and action on monthly vehicle management reporting by finalizing and submitting to vehicle report.
• Ensure vehicle misuse is promptly reported to direct line manager if any misuse is identified.
• Ensure all drivers are regularly updated on any organizational information; changes/developments including on any SOPs
• Administration and documentation of driver leave / sick day plans

Administration

• Ensure all (stationary, toiletries, safety equipment, etc,..)  office supplies are adequate and are replenished regularly with proper stock control.
• Responsible for the hygiene and tidiness of the office, with direct line management to the cleaner. Book accommodation, conferences and taxis when requested with the use to approved budget codes and procedures
• To make sure office utility bills (water, electricity, diesel, telephone) is processed and paid on time.
• Follow-up on all aspects related to office maintenance, and utilities, and coordinate with lessor on due payments and municipality fees.
• Reports office equipment failure to the necessary department (lights, A/C, Printer, etc)
• Provide cover for administrative colleagues during periods of annual leave/sickness. Despatch either (courier or staff related documents)

• CORE DIMENSIONS
• Manages moderate amounts of cash and/or equipment.
• Some limited line management or informal supervision of volunteers and F level employees.
• Draw from a number of information sources to inform individual and group decisions.
• Solves basic problems which have some variety, and takes decisions based on a number of possible options.
• Communicates widely within the department, with some Oxfam contacts and/or wider external contacts.
• Contributes to the development of improvements to the department's services, procedures and systems.

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
• Relationship building
• Relationship building

In addition:

• Good command of written and spoken English and Arabic

• Relevant higher education with two years experience in a similar job
• Excellent command of common computer applications (Windows, MS Office)
• Drive to achieve results, good work planning, tea player, service oriented
• Good communication skills, self awareness, adaptable and flexible
• Share Oxfam’s  values, especially gender sensitivity and respect for al

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.