Supply and Logistics Officer at Oxfam

Location: Damboa, Borno
Internal Job Grade: D2- national
Contract type: 3 Months Fixed Term
Job Family: Logistics and Properties
Reporting to: Supply & Logistics Manager
Staff reporting to this post: Supply & Logistic Assistant and Drivers

Job Purpose

• The Supply and Logistics Officer provides technical support in procurement, fleet management, warehousing and property management to the country office.
• Key deliverables for this position include general administration of logistics processes in terms of warehousing, fleet management, documentation and reporting of all procurement processes.
• The Officer will be exemplary in commitment to Oxfam Novib core values, upholding principles and policies.

Key Responsibilities and Accountabilities
Procurement and purchasing:

• Support identification, evaluation and development of project supply plans and annual procurement plans.
• Coordination and administration of the operational, financial, administrative, and technical operations of the function; serves as a resource to Damboa office regarding supply chain and logistics processes, procedures, systems and policies.
• Procure and ensure the continuous availability of needs for the smooth running of the Damboa office, programme and at times field offices; supports the overall team in achieving an on time and within budget delivery of requests without compromising quality and policy objectives.
• Source or support in sourcing of goods and services, focusing on optimising cost, quality and service delivery via efficient procurement planning and scheduling, inventory minimisation and customer order fulfilment requirements.
• Support vendor selection processes and select top quality 3rd parties and partners based on predetermined criteria and set Oxfam standards.
• Ensure that there is an approved requisition for all purchases with valid project/fund numbers dully filled out before any purchase is made; ensures assignment of unique Requisition number to each requisition and ensures proper registration into requisition tracking sheet.
• Study approved requisitions and raises any unclear issues with regards to specifications, delivery times with the respective requesting officers & partners.
• Solicit for enough quotations according to Oxfam policies from reputable vendors using acceptable competitive bidding procedures. All requests for bids must be in writing and documented on file and on soft copy.
• Compile a detailed Bid Analysis and submit to the Supply & Logistics Manager for review and approval.
• Prepares Purchase Orders (PO) for the successful bidder following approval of the bid analysis and makes sure that contracts, when needed, are properly signed and filed.
• Ensure that PO’s and contracts are secured before purchases are actually made. Maintains close communication with the vendor/supplier to ensure prompt delivery and keep requesting officer informed on progress of procurement.
• Ensure complete procurement documentations following receipt of goods and receipt of invoice with TIN (Tax Identification Number) of the supplier(s).
• Implement and document Oxfam standard procedures and practices of purchasing, and promote accountability of resources.

Warehousing and Stock Management:

• Ensure that all goods are packed safely and segregated according to their nature based on Oxfam standards
• Manage stock data and tracking systems in accordance with Oxfam 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
• Organise the loading /unloading of store goods when dispatching
• Carries out regular stock reconciliation and report any discrepancies to the line manager
• Ensure all health, safety and security precautions by all people involved in the store
• Ensure the timely maintenance of the warehouse and all equipment related to safe storekeeping
• Ensure store management policies and procedures are implemented in all programme locations including emergency response offices set up temporarily; ensure that there is no unauthorised access to store and the store area is smoke free
• Produce stock/warehouse management reports on a monthly basis or when required
• Update inventory database sequentially, number of units, serial no., description of property, project no. /voucher no., date acquired, purchase cost, condition, location, user, expected disposal date if applicable.
• Year End Inventory Verification o Conducts annual physical count of property and maintain update file copy.
• Documents discrepancies from the previous inventory such as vehicle accident, damage, condition, location transfer etc.

Transport and Fleet Management:

• Supervise drivers maintaining the vehicle fleet and coordinating vehicle allocation for staffs, partners and visitors.
• Supervise the work of the drivers to ensure proper vehicle allocations, tracking of vehicle related costs inclusive of monitoring maintenance/repair/service schedules and fuel.
• Ensure proper vehicle allocation.
• Maintain accurate and update vehicle files and ensure that mileage log sheets, vehicle repair records, service and related costs documentation are prepared using Terramar networks and used as required.
• Ensure monthly fuel usage reports for all vehicles are prepared and maintains proper file records.
• Ensure monthly spares usage and vehicle service reports.
• Ensure that vehicles are checked for road worthiness before any assignments
• Ensure that all vehicles insurance are renewed and up to date
• Provide advice and support on vehicle repair and management
• Establish regular service schedule and ensure proper maintenance is carried out by liaising with vehicle garage or maintenance staff.

Asset and Property Management:

• Prepare and register all fixed and non-fixed assets and equipment’s in the registers according to Oxfam procedures.
• Conduct periodical and annual inventory counting and reports to the line manager according to Oxfam procedures.
• Keep track of all asset and equipment movements and updates assets and equipment registers
• Support assets management, replacement and disposal; ensures timely and accurate asset disposal with proper documentation and entries in the registers.
• Prepare schedules to track lease expiry dates and rent payments and submit them from approval on agreed periodic basis.

Administration & Management:

• Facilitate hotel and guesthouse bookings for Oxfam staff and visitors, follow-up the presentation of monthly bills and ensure that approved payment request is submitted in a timely manner.
• Monitor the usage of utilities to ensure cost effectiveness and efficiency.
• Monitor the usage of fuel for generator and ensure maintenance of generator takes place periodically

Educational, Experience & Competence
Essential:

• First Degree or equivalent in Supply Chain, Logistics Management, Business Administration, Accounting, Finance or any other relevant discipline of study.
• Minimum of 2 years “hands-on” working experience in logistics management with an international NGO including 1 years at supervisory level.
• Proven experience of establishing and implementing logistics/procurement systems, warehouse and fleet management.
• Good understanding of working with donor requirements and prior experience of monitoring/managing budgets.
• Excellent organizational, problem-solving and negotiation skills. The ability to remain calm whilst deal with conflicting priorities/work under pressure is essential.
• Excellent communication skills (oral and written) and report writing skills
• Strong analytical skills and experience using a computerised information management system (Ms. Word, Excel, Accounting/ Procurement software etc.)
• Critical focus on providing a superior service level to managers and colleagues and delivering agreed results within time and budget constraints and to expected standards.
• Ability to represent Oxfam in a professional and competent manner with external individuals and organisations.
• A high level of self-awareness, personal energy, stamina and flexibility. Ability to work creatively, effectively and under own initiative.
• Commitment to Oxfam’s overall aims and policies and experience of promoting women’s rights and the interests of marginalized people in all aspects of Oxfam’s work.
• Knowledge or appreciation of Nigeria in terms of its political, economic and social trends plus a good understanding of the key development and humanitarian issues in the region.

Desirable:

• Knowledge of Oxfam policies, procedure and systems.
• Professional accreditation certification in supply chain management, warehousing, fleet management, logistics or facilities management.

Key Behavioural Competencies
Competencies Description:

Influencing:

• We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organisation We spot opportunities to influence effectively and where there are no opportunities we have the ability to create them in a respectful and impactful manner.

Relationship Building:

• We understand the importance of building relationship, within and outside the organization. We have the ability to engage with traditional and nontraditional stakeholders in ways that lead to increased impact for the organisation.

Agility, Complexity, and Ambiguity:

• We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of elements interacting in diverse and unpredictable ways.

Systems Thinking:

• We view problems as parts of an overall system and in their relation to the whole system, rather than reacting to a specific part, outcome or event in isolation. We focus on cyclical rather than linear cause and effect. By consistently practicing systems thinking we are aware of and manage well unintended consequences of organizational decisions and actions.

Listening:

• We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear, and consider different preferences.