Logistics, Admin And Security Manager - National Role

  AT OXFAM WE WON’T LIVE WITH POVERTY. Together we can end extreme poverty for good. Will you join us?   About Oxfam Oxfam is a global movement of people who won’t live with the injustice of poverty. Together we save and rebuild lives in disasters. We help people build better lives for themselves. We speak out on the big issues that keep people poor, like inequality, discrimination against women and climate change. And we won’t stop until every person on the planet can live without poverty.   Our Values All our work is led by three core values: Empowerment. Everyone, from our staff and supporters to people living in poverty, should feel they can make change happen. Accountability. We take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions.  Inclusiveness. We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.   Our Team To act with poor people a force for change in addressing the causes of poverty, suffering and injustice and alleviating their symptoms. What we are looking For: Manages people, assets, and processes. Monitors performance of team or external suppliers and gives technical advice / guidance to managers related to logistics, administration and security. Scenario planning to address current and future needs in a dynamic and changing situation. Contribute to and influence operational planning, by setting up procurement and logistics plans. 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.    Job Purpose This role will lead and manage all country logistics, admin and security, including all logistics and admin staff. This role will support the Country teams on the best use of Oxfam resources and will include logistics support to the programmes and advisory support to logistics staff in field sites.   Core Details Location Beirut, Lebanon Grade: Level C1 Contract Type Fixed Term This role reports to Country Director Staff reporting to this post Senior Logistics Officer and Admin officer   Key Responsibilities:   Logistics Procedures and Ways of Working Supervision DIMENSIONS: 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. 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 Knowledge  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   At Oxfam our job descriptions provide a guide to what might be expected in the role. Along with our strategy the job description is used to help to shape specific objectives for employees. Employees are supported to deliver these objectives and they are annually assessed against them as part of the Oxfam performance review process. This job description is not incorporated into the employment contract.