Logistics & Admin Assistant

Description

Oxfam is a global movement of people working together to end the injustice of poverty.

Together we save, protect and rebuild lives. And we won’t stop until every person on the planet can defeat poverty or any type of inequality or discrimination.

We are an international confederation of 19 organizations (affiliates) working together with partners and local communities in the areas of humanitarian, development, and campaigning, in more than 90 countries.

All our work is led by three core values: Empowerment, Accountability, Inclusiveness.

The Country Office in Somalia/Somaliland is currently recruiting a:

Logistics & Admin Assistant

Fulltime / 40 hours a week

Contract length: 6 Months with possibility of extension

Location: Garowe, Puntland with frequency travel to the field

OXFAM PURPOSE:

To work with others to find lasting solutions to poverty and suffering.

JOB PURPOSE: To provide pro-active and efficient logistics support to the Oxfam programme teams to ensure timely and effective delivery of our programmes. This entails managing the procurement of all items, supplies and services required by programme in addition, the role will be expected to provide support and training to Oxfam programme partners in Logistics skills and to help such organisation to establish effective logistics procedures.

DIMENSIONS:

• Responsible for day-to-day functions of supply chain (procurement, stocks, transport)
• Responsible for the movement of Assets & Equipment as per Oxfam procedures
• Responsible for day-to-day management of fleet management and travel arrangement
• Responsible for office/facility management.
• Responsible for government leasing on need basis.

KEY RESPONSIBILITIES:

Procurement

• Ensure all procurements are done in a transparent, competitive, and professional manner in line with Oxfam procedures and donor requirements.
• Conduct the cash procurement and all petty cash procurements within direct and/or single quotation thresholds by following Oxfam Procedures
• Distribute & Collect quotations and prepare CBA.
• Support logistics Roving logs Officer and field manager to update:
• Requisition Tracking Sheet
• Supplier Data Base
• Keep the procurement archiving updated (both physical & Box)
• Coordinate with staff and supplier on deliveries of goods and services
• Coordinate with Finance department on payments to suppliers.
• Ensure that Supplier payments are timely processed

Stock & Transport Management

• Ensure the management of Stock and Warehouse according to the procedures outlined in Supply and Logistics Manual
• Reception of material from suppliers by ensuring the compliance with Purchase Order (Quantity / Quality)
• Issue GRN for each transaction related to reception of material
• In case of any issue with quality / quantity report to supplier
• Make sure issuance of material to relevant department after receiving Stock Request validated by authorized person (s)
• Keep bin cards / stock cards updated all the time
• Conduct Physical stock count after every 3 months
• Raise alert in case of low stock for critical supplies, when stock level reached to minimum with informing relevant departments.
• Maintain good arrangement and hygiene in warehouse
• Keep the dangerous goods (chemical, flammable) separately in warehouse
• Responsible to ensure that personals working in warehouse are protected from any threat / hazard
• Manage transportation of material in to project sites

• Ensure that stock reconciliation is taking place after each distribution, in coordination with program team.

• Ensure the availability of delivery documents for material transported (Waybill etc.)

  
  

Assets and Equipment Management

• Manage equipment issuance by preparing appropriate forms.

• Ensure that all assets / equipment’s are tagged and traceable.

• Ensure the safety of assets / equipment, proper use and maintenance.

Fleet Management

• Ensure the day to day management of rented vehicles (white board filled, vehicle assigned, log books properly filled) in efficient manners.

• Compile weekly fleet management plan in coordination with other departments

• Ensure the timely repair and maintenance of vehicles / generators

• Ensure the proper filling of Log Books and other forms

• Coordinate / communicate with qualified vehicles workshops on issues related to repair and maintenance of vehicles - only for Oxfam own vehicles

• Ensure the timely payment of all fleet related payment (rental, fuel) and avoid the delays

• Ensure that vehicles are equipped with Fire Extinguisher and first aid kits

• Arrange the fuelling of vehicles (only for vehicles without fuel) and produce monthly consumption report

• Ensure vehicle are safe to use and in good condition (maintained & clean)

• Arrange the vehicles for field visit by coordinating with SPU, Drivers and Passengers on departures.

• Carry out Driver’s performance review, training, checks in accordance with Oxfam vehicle manual.

• Ensure the good archiving of fleet documents (administrative documents including daily vehicle check, weekly vehicle check and monthly vehicle checks, log books, fuel record etc.)

Administrative & Facility Management

• Book hotels for Oxfam staff and visitors or Oxfam owned guest house.

• Book tickets for air travel through the identified travel agent & shared services from Garoowe.

• Responsible for all office minor repairs and maintenance in office facilities.

• Maintains all Logistics files and archiving system.

• Processing utility payments on monthly basis including electricity, rent, water, vehicle rental, and office rent.

Other

• Participate in Oxfam meeting where required

• Visit and support the field offices if needed or as delegated.

• Supporting any security area and sometimes represent on need basis

• Support on office registrations, leasing with government departments on need basis

• Any other task as assigned by line and matrix manager(s)

Reporting

• Updated Equipment Register

• REQ tracking sheet.

• Fleet Report (Fuel consumption report and maintenance report if any

SKILLS AND COMPETENCE:

Essential:

• Degree in any management/business studies
• Minimum 3 years of experience in managing logistics / office functions
• Good knowledge of local markets

• Good numeracy skills and good computer skills (Word, Excel, Outlook)
• Experience in working with external suppliers
• Able to manage multiple tasks in same time.
• Good personal communication skills, in written and especially verbal English
• A high level of self-awareness, personal energy, stamina and flexibility. Ability to work creatively, effectively and under own initiative
• Proven experience as a team worker and demonstrably cooperative with members of other teams.

Application Procedure:

as soon as possible and before the deadline.

Only shortlisted candidates will be contacted.

We are committed to ensuring diversity and gender equality within our organization. Therefore, people of all gender identities, sexes, sexual orientations, races, colors, religions, cultures, abilities, etc. are eligible for this position.

Oxfam aims to attract great talent that not only fits the job but also Oxfam’s high standard of values and principles, who shares and demonstrates Oxfam’s commitment to prevent and eradicate any type of misconduct including sexual harassment, exploitation and abuse, any other type of misuse of power or lack of integrity and financial misconduct. We are committed to promoting the welfare of children, young people, and adults. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

Note: All offers of employment will be subject to satisfactory references and may be subject to appropriate screening checks, which can include criminal records and terrorism finance checks, or integrity screenings/references relating to misconduct and disciplinary actions in prior employment.