Logistics & Administration Officer

About Oxfam

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of the international confederation Oxfam.

Our Team

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

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.

Core Details

Internal Grade: D2

Job Family: Property & Logistics

Contract type: Fixed Term

This role reports to: Logistics, Admin & Security Manager (LASM)

Staff reporting to this post: Admin Assistant/ Receptionist + Logistics Assistant/Driver + Cleaner Beirut

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

Key Responsibilities

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 & Tripoli 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.
• Administer reporting staff leave schedules and workplans
• Management of Information and Reporting

General:

• Ensure that logistics and supply (purchasing activities) within the Beirut & Tripoli offices 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.
• To write a monthly logistics report including aspects on fleet, asset tracking, stock inventories, requisition/PR tracking and analysis and share with management.
• 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.
• Tag / Register assets once the commodity is delivered to Oxfam premises.
• Compile monthly asset reports / Spot check reports and submit to LASM.
• Manage maintenance of the Oxfam GB assets through corporation with Procurement & IT departments
• Carry out spot checks for both assets/inventory
• Assist Tripoli Field Offices in documenting the receipt, handling, storage releases
• Visit field sites to assist with asset physical verifications on monthly basis, ensure all systems are executed with adherence and compliance to the policies especially for fiscal year-end reporting.
• Support the procurement team in the procurement processes not limited to asset purchases and in specifications analysis.
• Coordinate with field offices for the transportation of assets and properties, verify needs and support through all the logistics services associated.

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/PR 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.
• Provide status updates for procurements related to Beirut & Tripoli field office to related Programs,
• Responsible for creation and management of list of contracted suppliers in Beirut and Tripoli, using Oxfam’s  GB selection and pre-qualification processes.
• Responsible for suppliers site visits to the suppliers, historical data, etc. for Contracted Suppliers and any large procurement related to Beirut & Tripoli offices.
• Supports the LASM for the implementation of market studies and large procurement procedures such as Framework agreements and tenders.
• Prepares/oversees preparation and distribution of invitations to tender and manages/conducts all aspects of bid/proposal evaluations.
• Prepares a variety of procurement related documents, contracts, communications, guidelines and instructions.

Vehicle and Fleet Management

• Maintain Beirut/Tripoli vehicle fleet management routines, vehicle checks including logging, onboard equipment, tools and documents and regular service due dates with the help of logistics assistant.
• Supervise & cooperate with Logistics Assistant by ensuring all fleet activities are maintained properly.
• Maintain Beirut/Tripoli vehicle fleet management routines, vehicle checks including logging, onboard equipment, tools and documents and regular service due dates with the help of logistics assistant.
• 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 with the help of logistics assistant
• 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.

Logistics & Administration:

• The supervision of all cleaning staff focusing on their performance in terms of standards of cleanliness and their behavior.
• Reviewing work schedules of Cleaner in Beirut/Tripoli Office.
• Monitoring of all cleaning activities across offices in Beirut & Tripoli
• Ensuring cleanliness of ALL office area on a daily basis by supervising the cleaner
• Supervise Admin Assistant in terms of hotel bookings, Taxi, Office supplies and any other Admin tasks.
• Support Admin Assistant in managing of all accommodation/guesthouses related rental contracts and utilities’ contracts, and timely payment of invoices. This includes keeping accurate inventory lists of accommodation/guesthouses

• Ensure all (stationary, toiletries, safety equipment, etc,..)  office supplies are adequate and are replenished regularly with proper stock control.
• Responsible for the hygiene and tidiness of the office, with direct line management to the cleaner. Book accommodation, conferences and taxis when requested with the use to approved budget codes and procedures
• To make sure office utility bills (water, electricity, diesel, telephone) is processed and paid on time.
• Follow-up on all aspects related to office maintenance, and utilities, and coordinate with lessor on due payments and municipality fees.

Your commitment to Oxfam

• Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women's rights
• Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles

Person Specification

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.

Key Organisational 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

Essential - Experience, Knowledge, Qualifications & Competencies

• 1 – 3 years of experience in: Logistics, purchasing, warehousing and general administration. Minimum 1 years of experience in INGO or in any UN agencies.
•  Ability to plan, priorities and organize work

• Excellent communication skills in written and oral English and Arabic
• Attention to detail, highly numerate and computer literate, including word processing, databases/ spreadsheet use

Desirable

• Good knowledge of Beirut market and experience on supplier mapping.
• Experience of supervision of staff.

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.