Logistics Officer

Responsibilities

General:

• Accomplish high level of coordination with HQ in accordance with Oxfam in Syria strategy

Logistics:

• Ensure effective supply chain mechanisms in place to contribute to the successful implementation of the Oxfam plans in the northern hub in coordination with HQ and different internal and external stakeholders.

• Responsible and accountable for ensuring the logistics and procurement activities in Oxfam in the northern hub are carried out in accordance with the authority of the logistics.

Procurement:

• Perform various actions related to procurement, including but not limited to flash quotations, preparing official requests for quotation, bids analysis, purchase orders, receive goods and issue payments, preparations for matters related to tenders, such as, but not limited to: invitation to tenders, advertisements, amendments and advertising in accordance to standards and finalisation of purchase orders as per specifications and issue contracts, annexes, and amendments for approvals by the authorised official.

• Support in the preparation of framework agreements with selected suppliers when necessary & contract management

Assets and Equipment

• Maintain hub asset register and inventory, ensuring that all Oxfam assets and equipments are properly tagged/given an ID number, recorded, assessed and their physical location & condition documented.

• Ensure all assets and Oxfam properties are maintained to a good working order and appropriate standard.

• Ensure that any storage facilities and/or warehouses are adequately maintained and managed, including the protection of stored goods

• Check all records related to vehicle timetables, log sheets, vehicle servicing history, accident/incident reports are up to date, etc.

Warehousing and Transportation:

Ensure timely movement of the goods to/from warehouse by:

• Accomplish high level of coordination with suppliers, shipping agents, warehouse management, related authorities and Oxfam representatives

• Manage hub 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 & requisition ensuring relevant technical advice for receiving goods of specific technical nature when necessary

• Carry out regular stock reconciliation and report of any discrepancy to the line manager.

• Communicate with respective stakeholders throughout the delivery/release process, prepare service requests, and follow on inventory and reconciliation visits.

• Attend and effectively participate in the logistics cluster meetings whenever designated to maintain working relationships

• Prepare, follow on facilitation letters required for transportation as per local legislations.

• Ensure adherence to health and safety procedures, assess risks and take appropriate measures to maintain safety of warehouses and inventory, and report any violations to responsible personnel and management.

Planning and Reporting:

• Ensure the planning of logistics activities mentioned above (procurement, warehousing, transportation, assets) is always timely and dimensioned to the programme requirements to ensure smooth implementation

• Provide inputs to the Area Manager and Logistics Manager on how to overcome challenges and prevent any risks related to own area of work

• Produce and submit regular progress and analytical stock, assets, equipment inventory, orders,

General

• Ensure that logistics and supply (purchasing activities) within the hub are carried out according to Oxfam’s policies and principles.

• Provide regular briefings and inductions to the programme team and other support team members at hub level on relevant logistics policies, procedures and systems

• Recommend and advise on any improvement or changes to these procedures as a means of further strengthening best practice adapted to the local context.

• Responsible for maintaining good and professional relations and establish good contacts with vendor-suppliers, other humanitarian actors and government departments that relate to logistics

Perform any other tasks as assigned by line manager

Qualifications• Computer literate: including word processing, database & spreadsheet use (Advanced Level) Good written and spoken English and Arabic is essential. Financial management ability and value for money achievement is essential

• Solid and sound data management and reporting skills.

• Very good analytical thinking and ability to take sound judgements/decisions and be able to work independently.

• Diplomacy, tact and strong negotiating skills.

• Good interpersonal and communication skills (oral and written)

• Experience in team management.

• Ability to pro-actively adapt and improve standards and working practices, and continually seek out most efficient use of resources.

• Ability to plan, prioritise and organise work

• Anticipate outcome of activities and use initiative to achieve targets.

• Experience with emergency response delivery in similar conflict situations is preferable

• Gender and cultural sensitivity and commitment and understanding of the values of Oxfam and the principles of equal opportunity

Specific Vacancy Requirements• Minimum of 4 years of progressively specialized experience in logistics and procurement management; Relevant experience in Humanitarian/Development Sector is a priority.

• University Degree in Business Administration or Accounting; A Degree in Engineering is a plus.

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