Logistics Assistant

OXFAM PURPOSE: To work with others to overcome poverty and suffering  JOB PURPOSE:    To be responsible for the organisation and coordination of Supply and logistics and procurement activities required of the  Zahle office in support of Oxfam programme activities in Lebanon according to the Oxfam GB Mandatory Procedures (MAP), Supply and logistics manual and good practice.   JOB PURPOSE: To provide logistics support to Field Programmes in Zahle as and when deemed necessary. This position will require maintain resources within defined boundaries including field office assets. Position holder will be responsible for daily maintaining and implementation of logistics processes/systems (i.e. purchasing, warehousing, assets and fleet) for Oxfam operations in accordance with Oxfam policies and procedures in Zahle area. S/he will report monthly on all field office logistics activities to the Area Manager and matrix line to Senior Logistic Officer.   DIMENSIONS:   Carry out tasks within the guidelines laid down by supervisor Tasks will usually be routine but also may require use of initiative and basic planning skills and knowledge Responsible for the proper storage and allocation of Oxfam assets and other equipment with regard to health and safety standards and guidelines Responsible for supervising Head Driver‘s planning and schedule his/her weekly tasks as well as performance reviews Required to gather and give information to supervisor, managers and occasionally the rest of the staff members Contribute to the improvement in processes, practices and procedures under the supply and logistics chain management Remain flexible to take on other tasks as may be assigned by supervisor   Key Responsibilities:  General:  To ensure that logistics and procurement activities within the Zahle office are carried out according to Oxfam’s policies and principles. To recommend and advise on any improvement or changes to these procedures as a means of further strengthening best practice adapted to the local context. To be responsible for maintaining good and professional relations and establish god contacts with vendor-suppliers, other humanitarian actors (including UN agencies) and government departments that relate to logistics To support Senior Logistician   Procurement, storage, distribution:  To ensure the procurement of all supplies and service needs as requested by various programmes supported by the Zahle office in a timely and cost effective manner and according to Oxfam Policy on procurement, and keeping in mind any donor requirements on procurement. To coordinate all field deliveries according to the volume of needs determined by the programme. To organise additional storage needs accordingly if required due to volume and needs. To effectively implement all information/data system necessary for the sound and transparent tracking and management of the logistics function in Zahle (Requisitions for low and high value transactions, quotations request forms, supplies request form, local purchase orders, Performa invoices, tenders, manifest etc.) To ensure that supplies/goods/works contracts are presented in an agreed Oxfam GB format for authorization and that all contract records are well kept/filed (in both soft – on “O” drive and hard copies). To ensure the timely payment of all goods and services rendered, in coordination with budget holders and the finance department. To coordinate all logistics/procurement activities with other departments/affiliates in the Zahle office so as to ensure the most efficient use of Zahle office resources, namely staff time and vehicle use. Weekly and monthly reporting to supervisor and Senior Logistics Officer on procurement tracking of all requisitions according to agreed deadlines and formats, Vehicle Report, as well as the field office monthly Status Report. Fleet management:  Maintain Zahle vehicle fleet management routines, vehicle checks including logging, onboard equipment, tools and documents and regular service due dates. Ensure good maintenance of the vehicles and keep them in optimum condition and used cost-effectively. Ensure proper management of fuel consumption of fleet through regular vehicle fuel consumption analyses. Ensure proper management of vehicles (deployments) through regular vehicle mileage (KM) report analysis – and in case of significant variance, ask concerned driver(s) to explain and or report to Line Manager.    Ensure generation of and action on monthly vehicle management reporting by finalizing and submitting to Beirut, Zahle vehicle report. Ensure vehicle misuse is promptly and reported to supervisor and or Beirut Logistician if any misuse is identified. Ensure all drivers are regularly updated on any organisational information; changes/developments including on any SOPs Other duties: Manage direct reports i.e. Head Driver according to Oxfam minimum standards. Train and coach staff on related issues. Be responsible for any other logistics needs that may arise from programme supported by the Zahle office as agreed with the Senior Logistics Officer. Mainstreaming:  Ensure all these duties are carried out in a way that promotes Oxfam’s values, culture and beliefs.  SKILLS AND COMPETENCE  Diplomacy, tact and negotiating skills Well developed interpersonal and Team working skills Flexibility and ability to work under supervision of Senior Logistics Officer’s guidance Extensive experience in logistics related skills as listed above (managing supplies, team support, vehicle management and communications). General practical competencies in vehicle maintenance. Innovative, motivated, organised to work effectively. Good written and spoken English is essential. Demonstrate ability to use MS office package Commitment to humanitarian principles and action. Commitment to Oxfam’s equal opportunity and gender policies.