Ended Senior Procurement and Logistics Officer

The Job

Together we can beat poverty for good. Will you join us?

SENIOR PROCUREMENT AND LOGISTICS OFFICER - IN ADEN
Business support

Closing date:               - Midnight (GMT), Date 21/9/2020

Telephone Interviews - TBC

Interview date:            - TBC

Vacancy reference:    - TBC

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 committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. 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.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

Shaping a stronger Oxfam for people living in poverty.

About oxfam

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of the international confederation Oxfam.

Our team

The Country Management Team in country is responsible for strategic leadership of programming in country, bringing together the programmes in country.

The logistics team is responsible to  provide quality logistic management support to Oxfam’s Yemen around £30million of programming across the programme locations with conflicts and difficult to access. Managing the logistics function in the central office and in the field offices. Working with other members of the logistics team, the role will ensure the implementation of efficient logistical support systems for Oxfam in Yemen.

The Logistics Team is responsible for ensuring efficiency and effectiveness in delivery of Oxfam’s operations in Yemen through management of the Oxfam logistics processes and procedures.

Job purpose

To provide provision of quality procurement and logistics support to all operations in related offices, including emergency response programmes, resilience and development programmes.

The role of the Senior Procurement and Logistics Officer is to support of Oxfam’s Supply and Logistics processes and procedures through ways of working, training, and ongoing communication and collaboration with Logistics Manager, Program Manager, Business support manager, Country Management Team, Programme, and Support staff. This role provides procurement and logistics support for Oxfam’s “One Program” approach including humanitarian, development, and campaign & advocacy. One of the primary objective of this post is to build capacity and capability through effective mentoring of the logistics staff reporting to this role, including communication and training to partner organisations staff.

What the recruiting manager has to say about the role?

The Senior Procurement and Logistics officer is overall responsible for all logistics functions in the specified office. The Senior procurement and Logistics officer provide effective and efficient support to logistics for all projects, processes, advisory services, and teams. The Senior procurement and Logistics officer support the teams in developing logistics strategies and targets. The Senior procurement and Logistics officer help in the process of developing country procurements (and logistics) plans. The Senior procurement and Logistics officer also to ensure that Oxfam and donor policies, procedures and guidelines in are complied, related to procurements and Logs matters. The Senior procurement and Logistics officer assists in developing solutions to diverse and complex logistics problems within organisational policy. The Senior procurement and Logistics officer works with information in a variety processes which may relate to issues across the organisation.

Core details

Location: Aden office, with some travel to field offices, upon request

Salary: As per salary scale.

Internal Grade: D1N

Division Logistics-Business Support

Job Family: Business Support/Admin

Contract type: National.

Hours of work: 40 hours per week. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at interview stage

This role reports to: Logistics Manager - Aden

Staff reporting to this post: Logistics & Procurement assistant (E1N),

Annual budget for the post: Not applicable

Key relationships/interactions: All Logistics (and procurements) staff of field offices, Logistic Manager-Aden, Program Manager, Field finance team,  country Finance Manager, Manager Compliances, Business Development Manager. 

Screening checks: All successful candidates will be screened through Refinitiv World-Check One to comply with counter terrorism and financial sanctions regulations.

References:

Should you be successful and not already employed by Oxfam GB, we will require minimum of two references covering five years of employment history.

DBS checks (for roles based in the UK): Not Applicable

It is a requirement in the UK for a new DBS check at enhanced level for every new member of staff who works directly with, or has regular contact with, children or vulnerable adults in the UK (consistent with DBS guidance and relevant law).

Dimension
Maintain and manage the development of improvements to the department's services, procedures and systems. Some limited line management or supervision of level E/F employees and volunteers. Draws from a variety of information sources to inform individual and group decisions.

Solving problems of a varied nature and resolving day-to-day problems without upward referral. Impact of this role is significant within the department and may have wider, organisational impact.

At Oxfam, our job profiles provide a guide to what might be expected in the role. Along with our strategy, the job profile is used to help to shape specific goals for employees. Employees are supported to deliver these goals and they are annually assessed against them as part of the Oxfam performance review process. This job profile is not incorporated into the employment contract.

Key Responsibilities:

Procurement and Logistics Support– 25%

  • To support logistics staff, in the maintenance of an efficient requisition tracking system.
  • To support logistics staff to keep records of and maintain contacts with suppliers and local repair/maintenance shops, and to conduct price comparisons among them, in order to get the best deals.
  • To support logistics staff to ensure that warehousing management and assets tracking systems are maintained and implemented.
  • Responsible and accountable for ensuring that logistics activity in Oxfam is carried out in accordance with the authority of the Logistics, Purchasing and Supply Procedures Manual and the Oxfam Logistics Policy and in accordance with local laws
  • Maintaining Oxfam assets including the recording of assets; disposal of assets; reporting any asset movement, loss or damage.
  • To maintain a database of suppliers, equipment and specifications able to supply OXFAM Humanitarian/Development programme and to share this information with the Logistics and Programme staff.
  • To prepare payment requests to Finance. To open and maintain necessary logistics and supply files. To be responsible for follow-up on all pending purchases and related issues.
  • To prepare and submit weekly procurements reports as requested. To report monthly on all procurement activities to the country Logistics Manager.
  • Management of Storage Management.  To maintain a complete and comprehensive procurement paper trail for Audit purposes
  • To liaise closely with finance in order to understand fully the payment process and timing
  • Any task reasonably assigned to you by your line manager or designated person
  • To maintain an efficient requisition tracking system.
  • To keep records of and maintain contacts with suppliers and local repair/maintenance shops, and to conduct price comparisons among them, in order to get the best deals.
  • Responsible and accountable for ensuring that procurement activities in Oxfam is carried out in accordance with the authority of the Logistics, Purchasing and Supply Procedures Manual and the Oxfam Logistics Policy and in accordance with local laws
  • To maintain a database of suppliers, equipment and specifications able to supply OXFAM Humanitarian/Development programme and to share this information with the Logistics and Programme staff.
  • To prepare payment requests to Finance. To open and maintain necessary logistics and supply files. To be responsible for follow-up on all pending purchases and related issues.
  • To prepare and submit weekly procurements reports as requested. To report monthly on all procurement activities to the Logistics Manager.
  • To maintain a complete and comprehensive procurement paper trail for Audit purposes
  • To liaise closely with finance in order to understand fully the payment process and timing
  • Any task reasonably assigned to you by your line manager or designated person.
  • systems.
  • Make the necessary reports on the procurement management.

Fleet Management: - 25%

  • Support logistics staff in the planning of vehicle allocation in order to optimally serve the needs of the programme.
  • To assist log staff to implement effectively the system of the daily checks that ensure rental vehicles are adhering to Oxfam contractual terms in relation to insurance documentation, servicing/maintenance schedules and safety and driving regulations.
  • To assist logistics staff in ensuring proper systems are in place for maintenance/servicing of the generators to ensure optimum operation
  • To support logistics staff in maintenance of an efficient fuel purchasing and replenishment systems.
  • Make the necessary reports on the fleet management for fleet allocation, utilization, expenses, and fuel utilization.

Warehouse and Assets Management: - 25%

  • To records all in and out of the store with proper documentations and in the system.
  • Draft the regular and monthly reports on the warehouse reporting.
  • Do physical varication of the warehouses and stock on regular basis and
  • Records all assets in the office as per documentation, tag them.
  • Do physical verification of the assets in related office as per supply manual and report to CLM and BSM and PMs.

People Management – 15%

  • Supervises the logistics teams reporting to this role on regular basis.
  • For the logistics staff and especially reporting to logistics role, draft the capacity building plans, execute the capacity building plans.
  • Evaluate the staff again the JP and job purpose time to time, and at least once a quarter. Do the annual evaluation and provide inputs to the further capacity enhance of the departmental staff.
  • Ensuring that each team member of the department perform the assigned duties as per the highest standards, organization rules and regulations. Each department member is aware about, understand, and adhere to the compliance requirement set by donors, local authorities and as per country regulations. 

General departmental Administration - 7%:

  • To ensure that the Oxfam logistics department systems, procedures and working practices are adhered to Oxfam procedures and are in integration and harmony of all other departments.
  • To ensure that the proper archiving and storing system are maintained to keep all the logistics and procurement records safe and retained as per the compliances requirement of donors.
  • To ensure proper decorum in logistics office, and department staff respect and always follow the organization values.
  • Be part on various procurement committee time to time and advice on procurement matters to the procurement committee members.
  • To attend staff meeting and other related meeting where financial inputs are necessary.
  • Follow the Code of conduct at all time and report any misconduct at per HR procedures.
  • Adhere to all applicable SoPs, rules and regulations, and report any non-compliances when observed.

Security --  1%:

  • Follow all SoP of Security and safety.
  • To work closely with relevant staff to ensure that all Oxfam staff adhere the security protocols
  • Upon need and advice, collaborate with the National Security Officer and Field Security Focal to train staff in security management as may be requested
  • Report any security misconduct and security accident, as per SoP.

Person Specifications:

Skills and Competencies

  • Achieving Results:  Organisation to Work Effectively; Drive to Achieve Results; Tenacity; Decision Making; Initiative
  • Self Management:  Managing Emotions; Self Awareness; Adaptable & Flexible; Respect for Others
  • Leading Others:  Motivating Others; Developing Others; Delegation; Taking Charge; Facilitating Change
  • Thinking & Understanding:  Organisational Awareness; Knowledge Management; Analytical Thinking; Critical Information Gathering
  • Working Effectively With Others:  Following; Supporting Others; Interpersonal Awareness; Communications; Influencing Others

Your commitment to Oxfam

  • Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women's rights
  • Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles
How to Apply

Interested candidates should apply using the below link
https://jobs.oxfam.org.uk/vacancy/senior-procurement-and-logistics-officer--int6834/12870/description/

Note:

 Oxfam doesn't charge any fees for recruitment and doesn't have any relationship with recruitment agencies in Yemen

:ملحوظة

منظمة أوكسفام لا تفرض أي رسوم على التوظيف وليس لها اي علاقة مع كالات التوظيف في اليمن

 

  • Employer: Oxfam
  • Category: Logistics
  • Location: Aden
  • Posted on: 7 September 2020
  • Deadline: 21 September 2020

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