Supply & Logistics Manager at Oxfam

Job Purpose

• Supply and Logistics Manager supports the Country Programme Team in the management of supply chain activities that strengthen Oxfam programs in Nigeria to deliver efficient and accountable programs by ensuring and championing integrity cost-effectiveness, efficiency, transparency and accountability across all supply chain and logistics activities (procurement planning, warehousing, inventory management /deliveries and logistics services) in line with Oxfam policies and procedures

Key Responsibilities

Procurement and contracting                                             

• Contribute to project planning and proposals, and ensure logistics inputs are included in the program design. 
• Facilitate collaborative supply planning and regular updating of procurement plans and engage with program managers, to ensure all projects have up-to-date procurement plans to enable the timely delivery of goods and services.
• Support supply market assessments and maintain information on market prices for key items.
• Ensure that needs for services or supplies are sourced and delivered on time, in the right quantity, in the right quality (fit for purpose ) and ensure best value for money. Coordinate all procurement activities, and lead on tenders.
• Ensure that contracts are awarded through competitive fair and transparent procurement processes that are conducted with integrity  in line with Oxfam procurement policy, principles, procedures and donor requirements
• Ensure that all staff engaged in procurement in Nigeria understand and respect Oxfam procurement procedures and integrity standards, through training, induction and monitoring.
• Establish Framework Agreements with suppliers for all commonly purchased supplies to enable process efficiencies, improve strategic supplier relationships, and increase purchase power through consolidation.
• Keep track of ongoing procurement and ensure delivered goods and services meet specified standards and ensure effective communication across different teams on procurement status and planning.
• Responsible for managing supplier relationships through mutually beneficial contracts, minimum service levels and, performance monitoring, and feedback for continuous improvement
• Responsible for negotiating favorable terms and prices  while ensuring Oxfam engages reliable suppliers capable of delivering on time and to the right standards and ensuring suppliers are fairly treated through fair market pricing, clear and timely  communication on requirements and expectations, realistic lead-time and paying them on time.
• Ensure Suppliers are aware of Oxfam ethical standards and whistleblowing channel.
• Ensure a full and complete paper trail is available and archived for all procurement. Contribute to the continuous improvement of ways of working in Nigeria and improvements towards greater sustainability in our operations and positive impacts in the communities we work with.

Stock , inventory and asset management

• Organizing necessary transport and customs clearance.
• Ensure adequate control and verification for stock movements, transport orders and shipments through compliance with Oxfam procedures to ensure traceability and transparency
• Ensure management of storage facilities, stock and inventory to prevent loss, theft and damage; while ensuring safe storage and handling; and minimizing environmental impacts of our operations.
• Coordinate periodic inspection and reconciliation activities for assets, stock and inventory, and facilitate audits and donor reporting.
• Manage the disposal and replacement of damaged, broken, or out dated items or stock to facilitate accounting processes, optimize storage and reduce environmental impact.
• Ensure adequate inventory levels maintained for office equipment and supplies to facilitate smooth day-to-day operations, monitor supply and demand for regular project stock to ensure adequate levels, and facilitate prepositioning of stock where required to meet forecasted needs
• Optimize the use of storage facilities to maximize space to ensure cost-efficient use, adequate security and prevent losses. Support and coordinate distribution-related activities with project teams to ensure adequate stock movement controls, ensure stock movement and avoid dead stock. 

Fleet Management

• Ensure Oxfam rented and owned fleet is managed to ensure safety and security for Oxfam staff and communities through correct and safe management and operation of vehicles, training, and compliance with Oxfam standards and relevant local regulations.
• Ensure all vehicles are managed cost-efficiency and minimize environmental impacts through effective planning, regular maintenance, optimization and sustainable driving practices.
• Ensure the effective use and implementation of Oxfam fleet management system (Tracpoint) to monitor costs and performance ensuring all vehicles are equipped with functioning tracking devices.
• Ensure regular reporting and monitoring on fleet performance including fuel consumption, maintenance and CO2 according to Oxfam standards.
• Ensure selection and management of vehicles is planned and optimized to meet operational context and needs of teams.

Capacity building

• Assess and monitor learning needs for Oxfam and partner staff (using PARCEL)
• Deliver training and support for Oxfam staff in Nigeria across supply chain activities.
• Manage and implement PARCEL learning events for partner organizations and Oxfam staff
• Support the respect of Oxfam partnership principles in engagement with partner organistaions and facilitate open and respectful relationships, mutual learning and support in supply and logistics activities.

Reporting and communication 

• Ensure visibility of supply chain activities through collating and disseminating regular management reports across key areas of supply and logistics according to Oxfam standards  including fleet and fuel consumption, ; requisition tracking (order tracking); asset and equipment registers; stock report; and narrative KPI report
• Ensure regular assessment of supply chain function by leading annual Logistics Assessment (LAT) using Oxfam tool to identify current key risk and improvement areas and make an action plan for the year ahead.  Ensure actions plans linked to reporting are implemented and regularly reviewed  
• Enable the calculation and reporting of CO2 emissions from Oxfam Nigeria for supply and logistics managed activities including: travel; fuel; energy. Champion and support environmental sustainability in Oxfam supply chain and operations 
• Oversee and support audits and reconciliation activities in collaboration with program, finance and audit staff; and anticipate and coordinate requirements for institutional donor reporting.  
• Contribute to contingency planning and ensuring Supply & Logistics information is up to date 

Educational, Experience & Competence

Essential:

• Master’s 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 8 years “hands-on” working experience in logistics/procurement systems, warehouse and fleet management with an international NGO including 3 years at supervisory level.
• Good understanding of working with donor requirements (EU/ECHO, UNHCR, DFID, USAID, etc.) and prior experience of monitoring/managing budgets.
• 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.
• Ability to represent Oxfam in a professional and competent manner with external individuals and organizations.
• 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.
• Strong experience with Oxfam business systems including  TRACPOINT, Box and Oxfam tools will be an advantage

Desirable

• Knowledge of Oxfam policies, procedure and systems.
• Postgraduate degree qualifications and/or extensive experience in: supply chain management, warehousing, fleet management, logistics or facilities management.