Logistics & Administrative Assistant

Logistics & Adminstrative Assistant

LOCATION: Tripoli

CONTRACT TYPE: Fixed Term, 1 Year

JOB FAMILY: Property & Logistics

ONE OXFAM GRADE:  E       ZONE: 1

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 Tripoli office in accordance with the set policies and procedures.

JOB REPORTS TO

Logistics Officer

ROLES REPORTING TO THIS JOB

Cleaner

BUDGET RESPONSIBILITY

NA

GEOGRAPHICAL SCOPE

Tripoli, Lebanon

KEY STAKEHOLDERS

Logistics and administrative manager, Logistics Officer, Tripoli Drivers, Tripoli staff

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

Office Management

Assisting with general office management.  This includes:

• Management of all office supplies, including coffee and tea facilities (including stock keeping and control on a monthly basis with support from LOGs Officer)
• Reports office equipment failure to the necessary department (lights, A/C, Printer, etc)
• Ensuring office keys management and office access authorisation for visitors and staff
• Provide cover for administrative colleagues during periods of annual leave/sickness.
• To maintain confidentiality and observe Data Protection guidelines.
• Welcoming visitors and showing them to their hosts’ offices
• Keeping employee’s log book (Name, Time, Date, Signature)
• Despatch either (courier or staff related documents)
• Develop and supervise office hygiene checklist with support from Logistics Officer

Event Organisation (workshops, conferences, etcetera)

• Make all arrangements for events, conference for Tripoli Office with the support of Logistics Officer.
• Communicate with facilitators to ensure that all administrative conference needs are met i.e. liaising with venue on seating arrangements, facilities for data projection, whiteboard etc. 

Asset Management & Procurement

• Maintaining and updating Oxfam assets including the recording of assets; disposal of assets; reporting any asset movement, loss or damage across Tripoli Office.
• Asset Management, including ensuring appropriate storage and maintenance of assets For Tripoli Office.
• Tag / Register assets once the commodity is delivered to Oxfam premises with support from Logistics Officer
• Compile asset reports / Spot check reports and submit to Logistics Officer
• Manage maintenance of the Oxfam GB assets through corporation with Logistics Officer
• Support the procurement team in the procurement processes not limited to asset purchases and in specifications analysis.
• Coordinate with field offices for the transportation of assets and properties, verify needs and support through all the logistics services associated.
• Handle Frequent Procurement transactions for Tripoli with support from Logistics officer.

Vehicle and Fleet Management

• Maintain Tripoli vehicle fleet management routines, vehicle checks including logging, onboard equipment, tools and documents and regular service due dates with the help of logistics assistant.
• 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

Other

• Keep adequate filing systems
• Other adhoc administrative & logistics functions or projects as tasked by the Logistics officer.

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.

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.

ESSENTIAL

• Self-Awareness
• Relationship building
• Relationship building

In addition:

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

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.