Procurement and Logistic Officer at Oxfam

Team Purpose

• To provide a proactive, efficient and effective logistical support to Oxfam’s response to humanitarian emergencies in North East Nigeria

Job Purpose

• To strengthen Oxfam's response to humanitarian emergencies through logistical support to humanitarian programme teams

Dimensions:

• Responsibility for the management and implementation of logistics support in the field. This includes all procurement chain, warehousing & stock management, vehicle management
• Manage people, assets, equipment, stock/warehouses, budgets, projects or processes
• Oversees the management of vehicles and taxi service provision
• Monitors performance of external contacts and gives advice / guidance to line manager
• Objectives are set within well-defined limits although some adaptation on day-to-day issues may be required
• Problems may vary but solutions can be defined from previous experience with judgement being required to choose and apply the most appropriate solution
• Regular communication is normally with immediate manager but may require a broad range of communication (including negotiation) internally and externally
• Ensure Health and Safety procedures are followed at specific sites

Key Responsibilities
Procurement and Supply Management:

• Support the management of procurement and other logistics to ensure goods and services are purchased in time to facilitate Emergency Response Programme implementation at the same time ensuring the organisation receives value for money
• Ensures stock and purchase requisitions are complete following the Oxfam’s compliance guidelines and escalating when required to national level
• Prepares the Supply plan proposed by the line manager, as well as the stock replenishment strategies
• Prepare and send monthly and quarterly report regarding stock movement and reconciliation
• Ensures the correct implementation of the Procurement Guidelines in line with the nature of the Emergency Response Programme
• Oversees open and closed tender procedures and performs bid analysis together with the Tender Committee

Warehouse and Stock Management:

• Ensure that all goods are packed safely and segregated according to their nature
• Manage stock data and tracking systems in accordance with Oxfam Novib standard procedures
• Ensure receipt of goods is in good order as described on the purchase order and requisition ensuring relevant technical advice for receiving goods of specific technical nature
• Organize the loading/unloading of store goods when dispatching to projects
• Carry out regular stock reconciliation and report of any discrepancy to the line manager
• Ensure all health, safety and security precautions by all people involved in the store
• Ensure the timely maintenance of the store building (s) and all equipment related to safe store keeping
• Communicate with global/regional logistics team on receipt of imported goods
• Ensure that there is no unauthorized access to the store and the store area is smoke free
• Ensure store management policies and procedures are implemented in all programme locations including emergency response offices set up temporarily
• Produces stock/warehouse management reports on a monthly basis

Asset Management:

• Manage asset inventory and tracking systems for all Oxfam Humanitarian assets in the field offices
• Conduct periodical and annual inventory counting and report to the line management according to Oxfam Novib procedures, including ensuring all field office locations maintain appropriate standards and procedures
• Keeps track of all asset and equipment movements and updates asset and equipment registers
• Prepare list of obsolete asset and items for management decision and carryout the disposal accordingly
• Ensure all assets and Oxfam properties are maintained to a good working condition and appropriate standard
• Produces asset and equipment reports on a monthly basis

Transport and Vehicle Management:

• Ensure that office vehicles are checked daily and road worthy before any assignment
• Place logbook for each vehicle and monitor records for accuracy and completeness
• Ensure that all Oxfam Humanitarian vehicles insurance is renewed and up-to-date
• Liaise with the right institution and facilitate for timely annual vehicle technical inspection
• Maintain data and update records of all vehicles
• Ensure that daily transport is organised and courier service and driver are assigned based on the requests received
• Maintain appropriate contracts with transportation companies and ensure all non-Oxfam drivers and transport companies hired for specific purposes know and follow Oxfam driving policies and procedures and are maintained up to Oxfam standards
• Ensure that drivers’ testing is conducted and records of staff authorized to drive is maintained and kept up-to-date
• Provide advice and support on vehicle repair and management to project offices
• Establish regular service schedule and ensure proper maintenance is carried out by liaising with vehicle garage
• Follow up accident reports with insurance company
• Prepare reports of vehicle usage according to Oxfam Novib guidelines on a monthly basis.

Oxfam specific:

• Ensure all arrangements for visitors and staff visiting the North East humanitarian programme are made and communicated in a timely manner
• Ensure implementation of Oxfam Novib’s operational policies, procedures and guidelines, especially gender equity, in all aspects of Oxfam’s work. With support from technical advisors and programme service staff as needed
• Support setting up and maintenance of all asset management responsibilities in field offices for all humanitarian programmes, providing capacity building support as necessary.
• Be a member of Oxfam’s team; participating in appropriate staff meetings, planning sessions and on-going liaising as needed
• To be familiar with and abide by the Humanitarian/NGO/Red Cross Code of Conduct and the SPHERE standards.

Requirement/Skills and Competences

• A Bachelor's Degree in Management, Supplies Management, Business Administration or any relevant equivalent is required; Master is desired
• 3 -5 years of progressively responsible and directly relevant professional experience, such as asset management, storekeeping, procurement - ideally with at least 2 years in International NGO
• Able to work with little supervision in humanitarian emergency context
• Good interpersonal and team working skills
• Experience and training on vehicle management
• Technical skill of vehicle repair and maintenance
• Data management and reporting skills
• Computer knowledge, MS word and excel
• Commitment to Oxfam’s equal opportunity and gender policies. Demonstrated experience of integrating gender and diversity issues into logistics programmes
• Willingness and ability to travel regularly to North East Nigeria
• A strong commitment to Oxfam’s purpose, a broad understanding of the work culture in the “humanitarian” sector and its impact on key areas of responsibility and a commitment to humanitarian principles and action

Oxfam Behavioral Competencies:

• Understand humanitarian contexts (program phases, underlying causes of crisis, coordination mechanisms) and application of Humanitarian Principles (vulnerability, gender and diversity awareness; Humanitarian principles, codes and standards)
• Achieve results effectively (demonstrate accountability to partners and affected people; making decisions involving others; flexibility; delivery of timely and appropriate results using available resources)
• Develop and maintain collaborative relationships (communication with affected people; collaboration with the team and partners; challenge decisions and behaviors that breach humanitarian principles)
• Operate safely and securely in a humanitarian response (Identify, communicate and minimise risk for the agency, yourself and others; comply and help uphold safety and security protocols; uphold the Do No Harm principle with partners and affected people)
• Manage yourself in a pressured and changing environment (ability to recognize and manage stress in yourself and others in order to remain ethical, constructive and objective focused; awareness of internal and external pressures and should be able to manage emotions)
• Leadership in humanitarian response (Awareness of your own skills and how they can complement those of others; demonstrate initiative, ingenuity, and tenacity in achieving solutions to fulfill objectives and motivate others to do the same; communicate humanitarian values and motivate others towards them)
• The incumbent will stay abreast of professional standards, trends and issues affecting this set of responsibilities, demonstrating continuous learning of the field in line with Oxfam in Nigeria’s mission and vision
• S/he will work effectively and collaboratively to build a team-based culture of work, treating all persons with dignity and respect, and will be familiar with and committed to Oxfam in Nigeria mission and goals