Security, Procurement/Logistics /Admin Officers at Oxfam

Job Purpose

• The Security, Procurement/Logistics /Admin Officer is responsible for managing logistics for staff, vehicle fleet, assets, communications, procurement, security and properties to ensure effective, transparent and accountable logistic support to the state based Oxfam GB staff.
• Liaison with program teams to ensure adequate logistical consideration for coordination and planning of program implementation.
• Provide technical support and guidance to program teams on logistical elements of distribution & procurement planning while serving as Security focal point for the team.

Oxfam Purpose:

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

Team Purpose:

• To deliver Oxfam’s strategic and operational emergency/resilient food security and livelihood priorities in Nigeria and ensure innovative and quality programme which is shared within Nigeria, the West Africa Region and beyond.

Reporting line:

• Post holder reports to: State Livelihoods Program Manager
• Staff reporting to this post: 2 Staff (Transport Officer and Office Cleaner)

Budget Responsibility:

• None although this might change

Key Responsibilities
The The State Security, Procurement/Logistics /Admin Officer will perform the following specific duties:

Transport & Fleet:

• Managing and tracking of all vehicles on the fleet, including movement planning and day-to-day allocation
• Manage, maintain and repair vehicles in safe and efficient working order
• Ensure that vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule
• Responsible for administering litigations and traffic offenses.
• Ensure vehicles have current and lawful documentation.
• Manage service agreements related to vehicle maintenance and fueling. Monitor fuel consumption and submit monthly reports
• Receive travel requests, and maintain trip schedules and Staff Movement Board.
• Liaise with airlines for flight travel ensuring value for money. Coordinate with incoming and outgoing travelers on pick up an drop times ensuring drivers are briefed of movement plans
• Ensure accommodation is arranged for travelers. Ensure best value for money and that travelers are clearly informed well in advance

Asset & Facility Management:

• Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals
• Oversee the issuance and return of assets to/from staff
• Ensure good condition of assets, and maintain asset condition reports.
• Ensure leased properties are in good habitable conditions. Overseeing repairs on these houses, liaising with the caretaker and landlord where necessary.
• Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available to staff.
• Ensure the telephone system is operational and cost effective (PABX and CUG). Report any defective equipment or service. Check on running costs with Finance to ensure no misuse occurs
• Ensure the data network (internet) is operational and cost. Report any defective IT or office equipment to the Log Assistant or Logistic Officer.

Procurement and Supply:

• Oversee procurement requirements of the State Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, etc.)
• Check the availability and prices of requested items in the local market; liaise with capital office if procurement must be conducted there
• Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects
• Prepare monthly summary reports on the procurement and logistics support functions, identifying problems in operations and solutions proposed
• Monitor procurement and logistics support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets
• Ensure the office is well stocked with necessary supplies stationeries and other consumables
• Oversee all arrangements for meetings and conferences as required ensuring these are delivered to a high quality and cost effectively

Administration:

• Maintain a general document-filing system.
• Regularly review and update STEER/Kaduna office specific information on the SC official website.
• Manage calendars and arrangement of meetings for Senior staff
• Ad hoc typing & photocopying for Senior Staff
• Co-ordinate and maintain the Oxfam GB State Office resource centre documentation system: receiving and filing official documents, publications, manuals, text and other materials in an easily retrievable manner and ensuring the security of all materials, text and documents in the centre.
• Assist in the production and publications of all EU project official text, reports and other material in consultation with the Livelihoods Program Manager.
• Manage day-to-day upkeep of and administrations for agreements, including seeking resolution i.e for issues with IT, Internet system and phone lines.
• Other - Other ad hoc tasks as requested by Line Manager. e.g. Coordination
• Maintain and regularly update current contact database of other INGO organizations, donors and embassies.
• Maintain and where necessary develop shared electronic & manual files to ensure easy access to information.
• Co-ordinate and maintain the Oxfam GB resource centre documentation system: receiving and filing official documents, publications, manuals, text and other materials in an easily retrievable manner and ensuring the security of all materials, text and documents in the centre.
• Manage the diaries of the Livelihoods Manager and state team where required.
• Ensure the regular collection and dissemination of the mail and courier.

Administration & Reports:

• Maintain all logistic files in an organized, accurate and up to date manner
• Line manage, coordinate, monitor and guide the work of the drivers, cleaners and guards and any other logistics support by managing performance on an on-going basis
• Produce weekly procurement tracker and send to programs and Abuja office as may be required
• Produce logistics site report, vehicle and generator cost performance report.
• Update Asset Register and send to Abuja office every month
• Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to Abuja office once per month.
• Comply with all relevant Oxfam GB policies and procedures with respect to code of conduct, fraud, health and safety, equal opportunities and other relevant policies.
• Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit
• Carry out any other tasks required by the line manage

Securiry:

• Engage state project management and staff as well as staff at all levels to facilitate the adoption and compliance with OGB’s Safety and Security Policy and Standards
• Undertake Security Risk Assessments for any and all emergency responses and humanitarian operations
• Undertake implementation and compliance with OGB’s Safety and Security Policy and Standards
• Develop and deliver capacity building in safety and security training for staff
• Provide safety security management advice, guidance and support to the state project office operations
• Provide and Coordinate technical assistance and guidance to state project office operations in implementing action plans based on OGB’s Safety & Security Manager assessments and recommendations
• Assess and evaluate country security guidelines and make recommendations for improvements using the Standards in OGB Policy and Standards for security management plans, evacuation contingency plans and standard operating procedures
• Enforce OGB Nigeria Standard Operating Procedures, and provide recommendations to state Livelihood project Manager for improvement
• Promote the concept that safety and security plans and guidelines should be jointly developed by the whole team to create ownership and encourage compliance
• Promote the concept that safety and security is an integral element of programme design and operations and should be amongst the first planning considerations
• Assist the National Oxfam Security Manager to Manage the safety and security for day-to-day operations any and all emergency responses and project operations
• Undertake implementation and compliance with OGB’s Safety and Security Policy and Standards
• Ensure the physical site security of all office and project locations under the jurisdiction of the project state Office
• Oversee the contract management and daily management of guards
• Track daily field missions and movements of all staff
• Report and assist in managing safety and security incidents
• Report on safety and security at weekly meetings, and provide updates and information, verbally and in writing as well as send in weekly security situation report to the Country office.
• Assist Livelihoods project Manager in organizing the core Crisis Management Team and rehearsing and executing contingency plans.
• The post-holder will comply with all relevant OGB policies and procedures with respect to gender, safety and security, code of conduct, equal opportunities and other relevant policies.
• Provide Security briefing to all Oxfam staff and visitors to the project state.

Skills and Competence
Accountability:

• Accuracy and timeliness in all areas of responsibility
• High level of accuracy in work, and ability to analyse complex sets of relationships and situations
• Holds self and others accountable

Ambition:

• Future-orientated, thinks pro-actively

Collaboration:

• Working effectively with stakeholders to achieve common goals
• Excellent communication and interpersonal skills
• Builds and maintains effective relationships, with their team, colleagues, members and external partners
• Approachable, good listener, easy to talk to

Creativity:

• Designing more effective admin systems
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency, demonstrates highest levels of integrity.

Skills and Experience
Administrative & General Skills:

• Level of Education - Bachelor Degree
• Communication & Interpersonal Skill Level - Excellent
• Language Requirements - English - Excellent; Hausa (spoken) - Good
• Level of IT Expertise Required - Good
• Experience Expectations:
• Desired Number of Years Prior Experience in a Similar Role - 4
• Experience in procurement and logistics with INGO
• Experience in a relatively insecure state based environment

Working Conditions

• Ability and willingness to travel to projects and stay in basic conditions when necessary

Salary
Based on the National Salary Scale of Nigeria Country Office