Logistics Coordinator at Oxfam

Req ID: 1482
Location: Maiduguri
Fulltime/ 40 hours a week
Issuing of contract is subject to funding by our donors.

Purpose of the Position

• To lead the Logistics and Administration team in Maiduguri, Nigeria in the delivery of efficient cost effective and quality logistics and admin services to support the emergency programme delivery and respond to emerging emergencies in the LCB Response.

Main Tasks
Logistics/ Finance:

• Line manage the Field Logistician, ensure appropriate administrative, financial and logistical Oxfam systems/ procedures are in place, maintained and adhered to so that all support functions are carried out effectively and efficiently in the emergency programme setting.
• Maintain familiarity with donor compliance issues, ensuring all projects are compliant with donor and Oxfam procedures/ requirements and that appropriate documentation of projects for transparency and future donor inspection/ audit is in place.
• Be responsible for overall financial management of the field offices including ensuring accurate budget coding and allocation expenditure.
• Ensure that all expenditures are within the agreed and approved budget and conduct monthly expenditure against budget monitoring and consult with finance department in case of any issues.
• Ensure that monthly logistics reports are compiled and reviewed and submitted to country office in a timely manner.
• Ensure that inventory and asset lists are accurate, up-to-date and maintained.
• Ensure that Oxfam procurement procedures are followed and that authorization levels are respected.
• Ensure that Oxfam transport policies and procedures are adhered to at the field level and all contracts are signed with vehicle vendors.
• Ensure that all Oxfam contractual matters including contracts of office and team accommodation premises/ hotels as well as hired vehicles and all services are up-date and well maintained.
• Carrying out field assessment to identify potential vendors through a supplier mapping exercise which will provide adequate supply chain efficiency to the field offices.
• Manage, monitor all stocks and assets in country and establish a disposal plan in accordance with the donor’s requirement and with country management team consultation.
• Adopt cost saving strategies that will assist the NE-Coord and Logs Lead to minimise on wastage, improve efficiency and promote internal controls.
• Monitoring the programming and installation of Tracking boxes, HF & VHF radio, landline, and other communications systems as well as training on the use of and establishing communications routines and protocols for programme teams.
• Monitoring the consumption of electricity, water and telephone, and advice on cost effectiveness practices.
• In close collaboration with the Finance department, assist in the monitoring of programme expenditure, the transparency of systems and procedures in place and the compliance with order processing requirements of donor contracts.
• To ensure that a proper record of expenditures, receipts, requisitions, purchase order forms, waybills, and all other documents are kept.

Management:

• Take full responsibility of the office and guest house set-up, management and non disruptive operations at the field level, specifically in Maiduguri.
• Manage and liaise all travels of staff from field to Abuja and vice-versa maintaining a movement tracker.
• Undertake staff appraisals for all staff under direct line management. Where relevant, contribute to job descriptions and staff selection
• Support team members professionally and monitor/ support stress management.
• Maintain good inter-team communications and engender positive team dynamics
• Monitor staff welfare in the field sites and ensure appropriate steps are taken to improve living and working conditions where necessary
• Ensure that all Oxfam staff contracts and job descriptions are up-to-date at all times and personnel files are maintained properly for the project.
• Manage, supervise and support the work of the programme teams.
• Ensure all new team members are adequately briefed on arrival in the field, clearance procedures are followed for departing staff members, and that staff members are debriefed at the end of their employment.
• Maintain good inter-team communications and develop and maintain positive team dynamics.
• Ensure that Oxfam’s national staff policies and procedures are understood and correctly followed.

Communication/ Representation:

• In consultation with the North Coordinator, represent Oxfam to government officials, donors, NGOs, local and national authorities, and any other parties in emergency context as may be required or delegated by the NE Coordinator.
• Ensure that all external communications and coordination in emergency situations are effectively managed in coordination with the NE Coordinator and Logs Lead.

Job Requirements

• You have a Bachelors/Masters Degree in Human Logistics or related discipline.
• Qualifications and/or extensive field experience in logistics related skills; purchasing and supply, warehousing, vehicle fleet management and communications team support, security awareness;
• Extensive experience of logistics management preferably in a similar position with an international NGO - or with the UN or other intergovernmental agency.
• A proven record of effective management of people, other resources and processes.
• Well-developed inter-personal skills combined with the ability and desire to further develop local staff members.
• Demonstrable experience in the management of donors especially OFDA, DFID, USAID, GFO, ECHO, UNA, Irish Aid etc.
• Experience of management/supervisory responsibilities.
• Attention to detail and excellent numeracy
• Diplomacy, tact and communication and negotiation skills.
• Flexible and adaptable.
• Ability to work well under pressure and in response to changing needs.
• Good written and spoken English essential.
• Substantial experience in managing emergency programmes within developing countries
• Strong international project coordination and management experience, including: Personnel management
• Experience of representation/ liaison with government officials, local authorities, NGOs, civil society groups and donors
• Excellent communication skills, with excellent written and spoken English
• Proven experience in budget management
• Diplomatic and effective communication skills
• Strong leadership skills and a supportive management style
• Team player with experience of establishing strong working relationships with colleagues from different functions, cultures and political environments
• Experience of proactively identifying and addressing issues.

What We Offer
Oxfam Novib is committed to providing you with a competitive, fair, and comprehensive pay and benefits package that is justifiable to our donors. The salary range for this position is set in scale 9 with a salary range between € 2962,-- to € 4557,-- gross based on 36 hours a week.

go to method of application »

Req ID: 1482
Location: Maiduguri
Fulltime/ 40 hours a week
Issuing of contract is subject to funding by our donors.

Purpose of the Position

• To lead the Logistics and Administration team in Maiduguri, Nigeria in the delivery of efficient cost effective and quality logistics and admin services to support the emergency programme delivery and respond to emerging emergencies in the LCB Response.

Main Tasks
Logistics/ Finance:

• Line manage the Field Logistician, ensure appropriate administrative, financial and logistical Oxfam systems/ procedures are in place, maintained and adhered to so that all support functions are carried out effectively and efficiently in the emergency programme setting.
• Maintain familiarity with donor compliance issues, ensuring all projects are compliant with donor and Oxfam procedures/ requirements and that appropriate documentation of projects for transparency and future donor inspection/ audit is in place.
• Be responsible for overall financial management of the field offices including ensuring accurate budget coding and allocation expenditure.
• Ensure that all expenditures are within the agreed and approved budget and conduct monthly expenditure against budget monitoring and consult with finance department in case of any issues.
• Ensure that monthly logistics reports are compiled and reviewed and submitted to country office in a timely manner.
• Ensure that inventory and asset lists are accurate, up-to-date and maintained.
• Ensure that Oxfam procurement procedures are followed and that authorization levels are respected.
• Ensure that Oxfam transport policies and procedures are adhered to at the field level and all contracts are signed with vehicle vendors.
• Ensure that all Oxfam contractual matters including contracts of office and team accommodation premises/ hotels as well as hired vehicles and all services are up-date and well maintained.
• Carrying out field assessment to identify potential vendors through a supplier mapping exercise which will provide adequate supply chain efficiency to the field offices.
• Manage, monitor all stocks and assets in country and establish a disposal plan in accordance with the donor’s requirement and with country management team consultation.
• Adopt cost saving strategies that will assist the NE-Coord and Logs Lead to minimise on wastage, improve efficiency and promote internal controls.
• Monitoring the programming and installation of Tracking boxes, HF & VHF radio, landline, and other communications systems as well as training on the use of and establishing communications routines and protocols for programme teams.
• Monitoring the consumption of electricity, water and telephone, and advice on cost effectiveness practices.
• In close collaboration with the Finance department, assist in the monitoring of programme expenditure, the transparency of systems and procedures in place and the compliance with order processing requirements of donor contracts.
• To ensure that a proper record of expenditures, receipts, requisitions, purchase order forms, waybills, and all other documents are kept.

Management:

• Take full responsibility of the office and guest house set-up, management and non disruptive operations at the field level, specifically in Maiduguri.
• Manage and liaise all travels of staff from field to Abuja and vice-versa maintaining a movement tracker.
• Undertake staff appraisals for all staff under direct line management. Where relevant, contribute to job descriptions and staff selection
• Support team members professionally and monitor/ support stress management.
• Maintain good inter-team communications and engender positive team dynamics
• Monitor staff welfare in the field sites and ensure appropriate steps are taken to improve living and working conditions where necessary
• Ensure that all Oxfam staff contracts and job descriptions are up-to-date at all times and personnel files are maintained properly for the project.
• Manage, supervise and support the work of the programme teams.
• Ensure all new team members are adequately briefed on arrival in the field, clearance procedures are followed for departing staff members, and that staff members are debriefed at the end of their employment.
• Maintain good inter-team communications and develop and maintain positive team dynamics.
• Ensure that Oxfam’s national staff policies and procedures are understood and correctly followed.

Communication/ Representation:

• In consultation with the North Coordinator, represent Oxfam to government officials, donors, NGOs, local and national authorities, and any other parties in emergency context as may be required or delegated by the NE Coordinator.
• Ensure that all external communications and coordination in emergency situations are effectively managed in coordination with the NE Coordinator and Logs Lead.

Job Requirements

• You have a Bachelors/Masters Degree in Human Logistics or related discipline.
• Qualifications and/or extensive field experience in logistics related skills; purchasing and supply, warehousing, vehicle fleet management and communications team support, security awareness;
• Extensive experience of logistics management preferably in a similar position with an international NGO - or with the UN or other intergovernmental agency.
• A proven record of effective management of people, other resources and processes.
• Well-developed inter-personal skills combined with the ability and desire to further develop local staff members.
• Demonstrable experience in the management of donors especially OFDA, DFID, USAID, GFO, ECHO, UNA, Irish Aid etc.
• Experience of management/supervisory responsibilities.
• Attention to detail and excellent numeracy
• Diplomacy, tact and communication and negotiation skills.
• Flexible and adaptable.
• Ability to work well under pressure and in response to changing needs.
• Good written and spoken English essential.
• Substantial experience in managing emergency programmes within developing countries
• Strong international project coordination and management experience, including: Personnel management
• Experience of representation/ liaison with government officials, local authorities, NGOs, civil society groups and donors
• Excellent communication skills, with excellent written and spoken English
• Proven experience in budget management
• Diplomatic and effective communication skills
• Strong leadership skills and a supportive management style
• Team player with experience of establishing strong working relationships with colleagues from different functions, cultures and political environments
• Experience of proactively identifying and addressing issues.

What We Offer
Oxfam Novib is committed to providing you with a competitive, fair, and comprehensive pay and benefits package that is justifiable to our donors. The salary range for this position is set in scale 9 with a salary range between € 2962,-- to € 4557,-- gross based on 36 hours a week.

go to method of application »

Req ID: 1482
Location: Maiduguri
Fulltime/ 40 hours a week
Issuing of contract is subject to funding by our donors.

Purpose of the Position

• To lead the Logistics and Administration team in Maiduguri, Nigeria in the delivery of efficient cost effective and quality logistics and admin services to support the emergency programme delivery and respond to emerging emergencies in the LCB Response.

Main Tasks
Logistics/ Finance:

• Line manage the Field Logistician, ensure appropriate administrative, financial and logistical Oxfam systems/ procedures are in place, maintained and adhered to so that all support functions are carried out effectively and efficiently in the emergency programme setting.
• Maintain familiarity with donor compliance issues, ensuring all projects are compliant with donor and Oxfam procedures/ requirements and that appropriate documentation of projects for transparency and future donor inspection/ audit is in place.
• Be responsible for overall financial management of the field offices including ensuring accurate budget coding and allocation expenditure.
• Ensure that all expenditures are within the agreed and approved budget and conduct monthly expenditure against budget monitoring and consult with finance department in case of any issues.
• Ensure that monthly logistics reports are compiled and reviewed and submitted to country office in a timely manner.
• Ensure that inventory and asset lists are accurate, up-to-date and maintained.
• Ensure that Oxfam procurement procedures are followed and that authorization levels are respected.
• Ensure that Oxfam transport policies and procedures are adhered to at the field level and all contracts are signed with vehicle vendors.
• Ensure that all Oxfam contractual matters including contracts of office and team accommodation premises/ hotels as well as hired vehicles and all services are up-date and well maintained.
• Carrying out field assessment to identify potential vendors through a supplier mapping exercise which will provide adequate supply chain efficiency to the field offices.
• Manage, monitor all stocks and assets in country and establish a disposal plan in accordance with the donor’s requirement and with country management team consultation.
• Adopt cost saving strategies that will assist the NE-Coord and Logs Lead to minimise on wastage, improve efficiency and promote internal controls.
• Monitoring the programming and installation of Tracking boxes, HF & VHF radio, landline, and other communications systems as well as training on the use of and establishing communications routines and protocols for programme teams.
• Monitoring the consumption of electricity, water and telephone, and advice on cost effectiveness practices.
• In close collaboration with the Finance department, assist in the monitoring of programme expenditure, the transparency of systems and procedures in place and the compliance with order processing requirements of donor contracts.
• To ensure that a proper record of expenditures, receipts, requisitions, purchase order forms, waybills, and all other documents are kept.

Management:

• Take full responsibility of the office and guest house set-up, management and non disruptive operations at the field level, specifically in Maiduguri.
• Manage and liaise all travels of staff from field to Abuja and vice-versa maintaining a movement tracker.
• Undertake staff appraisals for all staff under direct line management. Where relevant, contribute to job descriptions and staff selection
• Support team members professionally and monitor/ support stress management.
• Maintain good inter-team communications and engender positive team dynamics
• Monitor staff welfare in the field sites and ensure appropriate steps are taken to improve living and working conditions where necessary
• Ensure that all Oxfam staff contracts and job descriptions are up-to-date at all times and personnel files are maintained properly for the project.
• Manage, supervise and support the work of the programme teams.
• Ensure all new team members are adequately briefed on arrival in the field, clearance procedures are followed for departing staff members, and that staff members are debriefed at the end of their employment.
• Maintain good inter-team communications and develop and maintain positive team dynamics.
• Ensure that Oxfam’s national staff policies and procedures are understood and correctly followed.

Communication/ Representation:

• In consultation with the North Coordinator, represent Oxfam to government officials, donors, NGOs, local and national authorities, and any other parties in emergency context as may be required or delegated by the NE Coordinator.
• Ensure that all external communications and coordination in emergency situations are effectively managed in coordination with the NE Coordinator and Logs Lead.

Job Requirements

• You have a Bachelors/Masters Degree in Human Logistics or related discipline.
• Qualifications and/or extensive field experience in logistics related skills; purchasing and supply, warehousing, vehicle fleet management and communications team support, security awareness;
• Extensive experience of logistics management preferably in a similar position with an international NGO - or with the UN or other intergovernmental agency.
• A proven record of effective management of people, other resources and processes.
• Well-developed inter-personal skills combined with the ability and desire to further develop local staff members.
• Demonstrable experience in the management of donors especially OFDA, DFID, USAID, GFO, ECHO, UNA, Irish Aid etc.
• Experience of management/supervisory responsibilities.
• Attention to detail and excellent numeracy
• Diplomacy, tact and communication and negotiation skills.
• Flexible and adaptable.
• Ability to work well under pressure and in response to changing needs.
• Good written and spoken English essential.
• Substantial experience in managing emergency programmes within developing countries
• Strong international project coordination and management experience, including: Personnel management
• Experience of representation/ liaison with government officials, local authorities, NGOs, civil society groups and donors
• Excellent communication skills, with excellent written and spoken English
• Proven experience in budget management
• Diplomatic and effective communication skills
• Strong leadership skills and a supportive management style
• Team player with experience of establishing strong working relationships with colleagues from different functions, cultures and political environments
• Experience of proactively identifying and addressing issues.

What We Offer
Oxfam Novib is committed to providing you with a competitive, fair, and comprehensive pay and benefits package that is justifiable to our donors. The salary range for this position is set in scale 9 with a salary range between € 2962,-- to € 4557,-- gross based on 36 hours a week.