Interim Supply & Logistics Coordinator at Oxfam

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 organization to establish effective logistics procedures.

DIMENSIONS- Main Tasks-General: 

• Responsible for supply functions (procurement, stocks, transport)
• Responsible for the management of assets & equipment as per Oxfam procedures
• Responsible for fleet management and travel arrangements
• Coordinate with staff, suppliers and other concerns on issues related to Supply Chain & assets
• Support Partners (assessment/ capacity building)
• To lead and support capacity building for Oxfam Supply & Logistics team
• To supervise and support all logistic personnel working for Oxfam in Nigeria.
• To assist the Programme Managers with logistics advice during the drafting of new project proposals and report monthly on all logistics activities. 
• 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.
• Lead any new office and guest house set-up at the field level to meet the minimum Oxfam standards in compliance with security/ safety and facility (infrastructure, construction, assessment of the local market is explored and carried out)
• Make assessments of logistics issues and needs of new emergency situations /responses. 
• Ensure contingency stocks are in place in the field bases (food, water, fuel, basic medical supplies) in case of need for hibernation, and in all vehicles, in case of need of evacuation.

Key Responsibilities & Accountabilities

Procurement 

• Ensure all procurements are done in a transparent, competitive, and professional manner in line with Oxfam procedures and donor requirements. 
• Manage and lead on purchasing decisions, tenders, advice and support to the programme department and teams. Ensure that delivery delays are minimised, in case of delays make sure that it’s communicated to requester.
• Lead in the tenders for procurement of high value material with support of Business Support  Manager.
• Develop and manage supplier relationships, work to develop framework agreements where appropriate to achieve the most favourable terms for Oxfam.
• Ensure that supplier payments are processed timely.
• Conduct regular performance assessments and reviews of suppliers to ensure they are working according to Oxfam standards and objectives and delivering the service expected, taking corrective action as necessary. 
• Coordinate with other departments on procurement issues as well as the Finance department on payments.
• Responsible for preparation, execution, and follow-up of procurement contracts / agreements (Supply, framework agreement, vehicle rental, security etc.)
• Manage In-Kind Donations as per Oxfam’s procedure.
• Provide timely information to the Business Support Manager (BSM)and Humanitarian Programme Manager and programme department, on local and international procurement by maintaining a requisition tracking system.

Stock & Transport Management 

• Ensure the management of stock and warehouse according to the procedures outlined in the Supply and Logistics Manual  
• Participate and ensure the selection of warehouse according to standard (Access, Space, safety & security)
• 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.
• 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 the availability of delivery documents for material transported (Waybill etc.)
• Manage, monitor all stocks in country and establish a disposal plan in accordance with the donor’s requirement and with country management team consultation.

Assets and Equipment Management

• Ensure that Assets & Equipment lists are updated all the time. 
• Conduct physical check of Assets and equipment after every 3 months.
• Ensure that all assets and equipment are tagged. 
• Ensure the tracking of the assets / equipment from one location to another or one user to another.
• Ensure the use / maintenance of assets / equipment according to standards.
• Manage, monitor all stocks in country and establish a disposal plan in accordance with the donor’s requirement and with country management team consultation.
• Oversee the regulation of the use of vehicles and communications equipment.

Fleet Management

• Overall responsible for management of vehicles and generators as per standards defined in Oxfam’s Fleet Procedures 
• Oversee planning of vehicle allocation to optimally serve the needs of the programme. Make sure that vehicle registrations/ insurance / fitness certificate is updated all the time 
• Ensure the timely repair and maintenance of vehicles / motorbikes / generators.
• Keep the track of repair and maintenance (cost, spare parts, jobs) – only for Oxfam own vehicles.
•  To ensure the monitoring of the fuel consumption and maintenance of Oxfam vehicles and the skills of the drivers. Make sure the storage of fuel in premises is according to standard (safety, control)
• Coordinate/Communicate with qualified rental car companies on issues related to car rental.
• Assess the condition of rented vehicles at the start of contract and later on regular basis until under service with Oxfam.
• Ensure the timely payment of all fleet related payment (rental, fuel) and avoid the delays.
• Participate in procurement process for selection of workshops and spare parts suppliers – only for Oxfam own vehicles.
• Coordinate / communicate with qualified vehicles workshops on issues related to repair and maintenance of vehicles – only for Oxfam own vehicles.
• Coordinate with insurance company to claim the insurances – only for Oxfam own vehicles.
• Ensure the good archiving of fleet documents (administrative documents, log books, fuel record etc.)
• Conduct / arrange the driving tests for Oxfam’s staff wish to drive the cars – only for Oxfam own vehicles.

Administrative Support 

• Supervise the arrangement of hotels for Oxfam staff related persons.
• Supervise the arrangement of air tickets for Oxfam staff or related persons.
• Coordinate with regional / Oxford shared services for travel arrangement (hotel / tickets etc.)

People Management 

•  Line manage  Logistics Officers in Abuja and a the Field Logistician in Taraba and Adamawa sub-offices, ensure appropriate 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.To provide support and training to the logistic teams, and capacity build logistics staff on with on the job training and mentoring to enable them to deliver with limited supervision. 
• Responsible for creating monthly planning by considering the organization priorities.  
• Support line managed staff to produce annual objectives in line with organisational and programme priorities and provide regular feedback on staff’s performance in their role.
• With support of the country HR team pro-actively address any employee concerns in a timely manner and leading on staff development and capacity building/strengthening through training, mentorship and or coaching.

Reporting 

• Preparation of  monthly KPI reporting on logistics activities to the management. 
• Provide other reports such as Requisition Tracking Sheet, Asset & Equipment Register, Stock and Fleet reports 
• Make the Logistics Assessment Tool- LAT assessment tool at least once a year and implement its action plans

PERSON SPECIFICATION

• Most importantly, every individual at Oxfam Novib in Nigeria needs to be able to:
• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here)
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct):
• Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class etc.
• Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

EXPERIENCE, KNOWLEDGE & COMPETENCIES

Educational, Experience and Technical Competencies 

ESSENTIAL 

• Bachelor Degree or equivalent in Supply Chain, Logistics Management, Business Administration, Accounting, Finance or any other relevant discipline of study.
• Professional accreditation certification in Logistics/Supply Chain Management especially CHL, CHSCM, CIPS, CILT
• Minimum of 6 years “hands-on” working experience in logistics/procurement systems, warehouse and fleet management with an international NGO including atleast 1 years at supervisory level.
• Good understanding of working with donor requirements (EU/ECHO, BMZ, DRA, SIDA, etc.).
• Excellent organizational, problem-solving, communication skills (oral and written), report writing skills and negotiation skills.
• Well-developed conceptual, critical, and analytical thinking with the ability to convey complex information in a straightforward, interesting way, and influencing this to a wider audience.
• Ability to take the initiative and work independently as well as work as a team player – supporting other departments. The ability to remain calm whilst dealing with conflicting priorities/work under pressure is essential.
• 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.
• A high level of self-awareness, personal energy, stamina, and flexibility.  Ability to work creatively, effectively and under my own initiative.
• Proven experience as a team worker and demonstrably cooperative with members of other teams, responding quickly and accurately to queries and issues.
• Experience using a computerized system (Ms. Word, Excel, Procurement software, etc.)
• 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.