Logistics, Admin and Security Manager

Core Details

This role reports to: Country Director

Staff reporting to this post: 2 Senior Admin, Logistics & Security Officers

key Responsibilities:

Logistics Procedures and Ways of Working Supervision

DIMENSIONS:

• Member of the Country management team
• Managing/ supervising resources within defined boundaries, which include people and assets.
• Providing professional advice to managers on logistics, administration and security.
• Develops solutions to diverse and complex problems within organisational policy.
• Interprets and applies operational and specialist information in a variety of formats from a variety of sources.
• Flexibility to anticipate and resolve challenges within a fluid internal and external environment.  Contribute to and influence operational planning.
• Influence managers, staff and volunteers in Oxfam and develop effective networks with external stakeholders.
• Ensure Health and Safety procedures are fulfilled
• Leads on updating, managing and rolling out to staff security protocols, risk assessments, development of appropriate security plans, in a complex and fast changing environment
• Work across teams, specifically HR and Finance

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 generate and lead the in-country implementation/development strategy for admin, logistics/supply and security 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 Security Management Plan (and accompanying documents) and sharing of knowledge and training for the programme team.
• Representation at key international, UN, and national fora on security and logistics

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.

SECURITY:

Context and developments

• Ongoing analysis of the context and developments in relation to the security situation.
• Develop and maintain up-to-date context analysis and risk assessment.
• Undertake regular and ad hoc security assessment missions as necessary, in order to gather information and to analyse the overall security situation in existing and potential areas of intervention.
• Manage and ensure close contacts with all relevant stakeholders and build relationships with key actors to ensure gathering of reliable security information.

Security Systems

• Support country management staff to develop a security management system which includes a security management strategy (including detailed acceptance strategy) and plan and which allows for the continuous updating of security measures.
• Advise in conjunction with SFP's the support of the Country Director with regard to implementing the security management systems.
• Ensure effective socialization and internalising of the security management systems by all staff.
• Ensure the security management system is in line with existing Oxfam security policy, protocol and approaches.
• Support in conjunction with SFP's the Country Director and other senior staff to manage security incidents.
• Ensure that the supporting departments (HR, Administration and Logistics) have in place an appropriate system to facilitate good security management.

Security Awareness

• Ensure that staff has the security skills and awareness that they need to be effective, by providing appropriate learning and development opportunities, including delivering training.
• Ensure that all staff and visitors receive appropriate briefing.
• Ensure that an appropriate system is in place to provide security information to travellers in advance of their departure.
• Proactively conveying Security, logistics and administrative progress updates to the Country Management Team (CMT), where s/he will be a member of, anticipating any future risks, issues or key developments that the wider team should be aware of. As well as ensuring downward communication to the teams.

ADMINISTRATION:

• Responsible for management of Administration team, including checking and overseeing all payment requests and administrative processes are in line with financial procedures.
• Ensure Health and Safety policy, plans and practices are in place to effectively manage Health and Safety across all three offices.
• 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.

skills experience and knoweldge

TECHNICAL COMPETENCIES

• Good understanding of donor rules and guidelines, including ECHO
• 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, including logistics and security related preparedness actions
• 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.

BEHAVIOURAL COMPETENCIES

• Strong interpersonal skills
• Can lead, manage and work well with a team
• Proven ability to work in demanding and insecure situation