Logistics Manager

  OXFAM PURPOSE: To work with others to find lasting solutions to poverty and suffering   TEAM PURPOSE: To act with poor people a force for change in addressing the causes of poverty, suffering and injustice and alleviating their symptoms.     JOB PURPOSE: To provide logistics support for the Oxfam GB To strengthen Oxfam's response to displaced population from Kenya and host households.     REPORTING LINES: Post holder reports to: Humanitarian Programme Manager   Staff reporting to this post: Logistics Assistants, Drivers     BUDGET RESPONSIBILITY: N/A     DIMENSIONS: Manages people, assets, budgets, projects or processes. Monitors performance of team or external contacts and gives advice / guidance to managers in a specialist area. Scenario planning to address current and future needs in a dynamic and changing situation. Contribute to and influence operational planning. Problems may vary but solutions can be defined from previous experience with judgement being required to choose and apply the most appropriate solution. Regular communication is normally with their immediate manager but some posts require a broad range of communication (including negotiation) internally and externally.   Logistics Procedures and Ways of Working Supervision   v  Tactical Responsibilities: The Logistics Manager will have a clear understanding of the daily logistics activities at a task level in the field. The tactical, implementation of work should focus on: Performing the daily logistics tasks, ensuring that the Oxfam GB standard processes, procedures and ways of workings are executed (as well as country-defined approaches, where necessary) to an accurate level of detail. Standard tools and templates should be utilized. Providing hands-on supervision and support to logistics support staff, where appropriate, to ensure that they are knowledgeable and competent in the daily execution and prioritization of their tasks (such as the order requisitioning process, inventory & asset / fleet management, accommodation, security and communications). The Logistics Manager should be the first point of contact for logistics support staff, when required. Contributing to Project planning, in terms of having an appreciation of the field constraints and capabilities. Raising these risks to the appropriate personnel in a timely manner is vital and should be executed. Understand Donor requirements and share these with logistics support staff, where appropriate, so they understand their direct accountability to Donors through standard reporting.   v  Communication and Upward Feedback: Communication will be important in the success of the role. The Logistics Manager will need to clearly articulate any significant risks, issues and successes to the appropriate senior logistics personnel and all involved parties, in a concise and timely manner. This will include: Proactively conveying logistics progress updates to the appropriate senior logistics personnel and all relevant parties, anticipating any future risks, issues or key developments that the wider team should be aware of. Acting as the liaison between the appropriate senior logistics personnel and the logistics support staff. The Logistics Manager is responsible for sharing any key Project / local process messages with the logistics support staff, as well as proactively raising feedback to the appropriate senior logistics personnel on behalf of his / her team. Active participation at Logistics Cluster Meetings incorporating actions into the programme team     KEY RESPONSIBILITIES:   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. Act as a leader and champion for collaborative supply planning and the HELIOS system Ensure that the supply of goods, logistics services (deliveries, warehousing, transport, communication) and other related queries are processed with speed and efficiency. To generate and lead the in-country implementation/development strategy for logistics/supply 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 Be a leader on Security protocols within and affecting the Logistics & Supply team with inclusion of maintaining logistics orientated sections of the SMP (and accompanying documents) and sharing of knowledge and training for the programme team.       Supply : Liaise and communicate regularly with all departments to ensure everyone is aware of what stage S&L 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. 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 technical coordinator, project manager 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 RMC to ensure support to field requirements is processed in the most cost effective manner and compliance to donor terms and conditions for procurement. Maintain up to date supply chain administration, both in HELIOS and a shadow administration.   Staff Management : Manage the local supply and logistics team, both national and international. 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.  Reporting : Ensure permanent visibility on activity. To receive and consolidate logistics activities update (sitrep, fleet report, asset tracking, stock inventories, requisition tracking and analysis) on monthly basis and report to management. Ensure that procedures and processes are up to date and communicated. To provide written reports of field visits. Act as the central point for information in the logistics cycle for field and management staff and offer timely advice on the best logistics options available. Build-up, propose and track agreed overhead budget (functioning budget, not directly linked to program). Follow-up and report activity budget (purchase and logistics dedicated to program).   SKILLS AND COMPETENCE:   Technical competencies Good understanding of donor rules and guidelines 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.   Behavioral competencies Well developed interpersonal and team skills and proven ability to work in demanding and insecure situation This role profile is intended as a guide and maybe varied from time to time in light of strategic developments and following discussions with the post holder