Logistics Officer

Internal Job Grade                      -

<D2>

Contract type                              -

 Fixed Term, 12 months,

Reporting to                               -

 Logistics, Admin & Security Manager (LASM)

Staff reporting to this post         -

Drivers

Locations                                      -

Beirut with frequent travel to Tripoli

Annual Budget                            - 

None

Shaping a stronger Oxfam for people living in poverty.

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

To provide logistics & security support. This position will be responsible for daily maintaining and implementation of logistics and supply processes/systems (i.e. purchasing, warehousing, assets and fleet) for Oxfam operations in accordance with Oxfam policies and procedures. S/he will report regularly on all Beirut office logistics and supply activities to the Logistics, Admin & Security Manager (LASM).

Key Responsibilities and Accountabilities

DIMENSIONS:

• Tasks will usually be routine and requires solid planning skills, but also may require use of initiative and a flexible approach to handle ad hoc requests
• Manages people, assets, projects or processes.
• Responsible to lead on all Beirut-related procurement, asset and fleet management
• Responsible for the proper storage and allocation of Oxfam assets and other equipment with regard to health and safety standards and guidelines
• Close coordination and information sharing with direct line manager in Beirut and key stakeholders, including project managers and technical coordinators.
• Contribute to the improvement in processes, practices and procedures under the logistics and supply chain management
• Regular communication with a broad range of external stakeholders e.g. contractors and suppliers.
• To monitor, update and disseminate security updates and SMP among Beirut staff regularly.
• Administer reporting staff leave schedules and workplans
• Management of Information and Reporting

General:

• Ensure that logistics and supply (purchasing activities) within the Beirut office are carried out according to Oxfam’s policies and principles, using standard tools and templates, donor requirements and are in accordance with the Lebanese laws.
• Recommend and advise on any improvement or changes to these procedures as a means of further strengthening best practice adapted to the local context.
• Responsible for maintaining good and professional relations and establish good contacts with vendor-suppliers, other humanitarian actors (including UN agencies) and government departments that relate to logistics
• To write a monthly logistics report including aspects on fleet, asset tracking, stock inventories, requisition tracking and analysis and share with management.
• Security focal point in Beirut
• Any task reasonably assigned to you by your line manager or designated person

Asset Management

• Maintaining and updating Oxfam assets including the recording of assets; disposal of assets; reporting any asset movement, loss or damage
• Asset Management, including ensuring appropriate storage and maintenance of assets.

Procurement, Storage, and Distribution:

• Ensure the procurement of all supplies and service needs (high and low value transactions) as requested by various programmes are carried out in a timely and cost effective manner and according to Oxfam Policy on procurement, and keeping in mind any donor requirements on procurement.
• In coordination with LASM, set realistic procurement timelines with program teams, hence allowing S/He to assess market and obtain value for money purchases.
• Timely updates and circulation of requisition tracking sheet to program teams necessary for the sound and transparent tracking and management of goods, including tracking requisitions tracking of movement of supplies and goods received and dispatched.
• 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, Box and hard copies).
• Ensure the timely payment of all goods and services rendered, in coordination with budget holders and the finance department.
• Coordinate all logistics/procurement activities with other departments/affiliates in the Beirut/Tripoli offices so as to ensure the most efficient use of both offices resources, namely staff time and vehicle use.
• Weekly and monthly reporting to direct line manager on procurement tracking of all requisitions according to agreed deadlines and formats, Vehicle Report, as well as the field office monthly Status Report.
• Keep proper record of all expenditures, receipts, requisitions, purchase order forms, waybills and other documents.
• Support with HELIOS deployment project

Vehicle and Fleet Management

• Maintain Beirut 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 drivers handbooks, emergency numbers and staff contact list is updated and kept in all vehicles
• Spearhead weekly vehicle checks using the provided Oxfam vehicle checklist. 
• Ensure proper management of fuel consumption of fleet through regular vehicle fuel consumption analyses and reporting to Line Manager.
• Ensure proper management of vehicles (deployments) through regular vehicle deployment and mileage (KM) report analyses – 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 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
• Responsible for the performance management of all drivers
• Administration and documentation of driver leave / sick day plans
• Update, disseminate and monitor weekly staff travel board (travel plans) by email and WhatsApp group. 

Security

• Ensure that all staff and visitors to the Beirut office receive appropriate security briefing on arrival and immediately following any security incident (‘lessons learned session’) and provide security update during team meetings.
• Provide input and feedback on revisions to the national Welcome Pack and Security management plan.
• Ensure all drivers are aware of the relevant aspect of the security management plan with regards movements and driving in Lebanon. Ensure driver briefings are conducted with specific regards to safety and security for all new drivers, and refresher sessions for all drivers at regular intervals or following a security incident.
• Any task reasonably assigned to you by your direct line manager or designated person

Technical Skills, Experience & Knowledge

Essential

•  3 years experience in: Logistics, purchasing, warehousing, vehicle management, Good understanding of donor rules and guidelines and Oxfam Logistics Policy and Procedures

• Ability to plan, prioritise and organise work

• Anticipates outcome of activities and uses initiative to achieve targets
• Actively promotes high standards and continuous improvement
• Continually seeks out most efficient use of resources
• Pro-actively adapts and improves standards and working practices
• Able to advise and train on specialist skills to other departments / teams
• Excellent communication skills in written and oral English and Arabic
• Proven ability to organise work effectively and supporting others
• Attention to detail, highly numerate and computer literate, including word processing, databases/ spreadsheet use
• Able to communicate instructions and objectives clearly
• Keeps abreast of internal and external events that may influence role
• Previous experience in Logistics

Desirable

• Financial management ability.
• Experience of supervision of staff.