Logistics Officer

    OXFAM PURPOSE: To work with others to find lasting solutions to poverty and suffering   TEAM PURPOSE: To act with poor people a force for change in addressing the causes of poverty, suffering and injustice and alleviating their symptoms.     JOB PURPOSE: - To provide logistics support to Field Programmes in Zahle office. This position will require maintaining resources within defined boundaries including field office assets. Position holder 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 (MAP) in Zahle area. S/he will report monthly on all field office logistics and supply activities to the Area Manager and will have a matrix line management to Senior Logistic Officer based in Beirut.   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 Logistics Assistant planning and schedule his/her weekly/monthly tasks as well as setting performance objectives and 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 logistics and supply chain management Remain flexible to take on other tasks as may be assigned by supervisor   Key Responsibilities: General: Ensure that logistics and supply (purchasing activities) within the Zahle office are carried out according to Oxfam’s policies and principles (MAP). 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 support Senior Logistician on all other Country logistics and supply requirements.   Procurement, storage, distribution: Ensure the procurement of all supplies and service needs (high and low value transactions) 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. Coordinate all field deliveries with programme teams according to the volume of needs determined by the programme. To organise additional storage needs accordingly if required due to volume and needs. 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.) 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). 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 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 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 Beirut, Zahle vehicle report. Ensure vehicle misuse is promptly 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. Logistics Assistant according to Oxfam minimum standards. Train and coach staff on related issues. Be responsible for any other logistics and supply needs that may arise from programme supported by the Zahle office as agreed with the Senior Logistics Officer. Ensure all these duties are carried out in a way that promotes Oxfam’s values, culture and beliefs Expect Regular visits to Beirut Office Attend Zahle monthly Senior Management Team meetings to present reports and/or give logistics and supply activities input to their decision–making. Attend and contribute to weekly staff meetings and one-to-one supervision meetings as whenever required.   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. This job description is not incorporated in the employment contract.  It is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments, emerging trends - restructuring and following discussion with the post holder.   Date of Issue: August 2016