Logistics, Admin & Security Manager

Shaping a stronger Oxfam for people living in poverty.

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.

Oxfam GB is a member of the international confederation Oxfam.

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

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. This position will also be the country security focal point for Oxfam in Lebanon

Core Details

Internal Job Grade:

C2

Location:

Beirut, Lebanon with frequent to Bekaa and Tripoli

Contract type:

Fixed Term

This role reports to:

Business Services Manager for Logs and Admin, and Country Director for Security

Staff reporting to this post:

Senior Admin, Logistics & Security Officer ; Logistic and Admin Officer

Annual budget for the post:

None

Screening checks:

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

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.
• 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 lead of roll out and 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.

Administration:

• Responsible for management of Administration team, including checking and overseeing all payment requests and administrative processes are in line with financial procedures.
• 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. 

Security:

• 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 Business Services Manager (BSM), on logs and admin issues and the CD for security, as well as ensuring downward communication to the teams.
• Support in conjunction with other SFP's across Oxfam field offices and the Country Director to manage security incidents.
• 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.
• Ensure that the supporting departments (HR, Administration and Logistics) have in place an appropriate system to facilitate good security management.
• Support the CD and country management team the development and the roll out of security management plan to all staff

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.

 Essential

• Qualifications and/or extensive experience in logistics related skills as listed above (producing supply plans and managing supplies, including quote & tender process management, team management and support, vehicle fleet management, security awareness and communications), preferably in an NGO setting.
• Good understanding of donor rules and guidelines, including ECHO, DFID, EU, DANIDA, Madad, SDC
• 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.
• Strong interpersonal skills
• Can lead, manage and work well with a team
• Proven ability to work in demanding and insecure situation

Key Attributes

• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work
• Commitment to undertake Oxfam’s safeguarding training and adherence of relevant policies to ensure all people who come into contact with Oxfam are as safe as possible

Organisational Values

• Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions
• Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen
• Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences

 Note to candidates: Shortlisted candidates will be assessed on our organisational values and attributes at the interview stage. The successful candidate(s) will be expected to adhere to our code of conduct. We encourage candidates to read and understand our code of conduct here.