Logistics Assistant – Hargeisa, Somaliland

OXFAM

Job Type

Full Time

Location

Hargeisa, Somaliland

Description :

Fulltime / 40 hours a week

Contract Length: 1 Year with the possibility of extension

Location: Hargeisa, Somaliland with frequently travel to field

Oxfam is a global movement of people working together to end the injustice of poverty. That means we tackle the inequality that keeps people poor. Together we save, protect and rebuild lives. When disaster strikes, we help people build better lives for themselves, and for others. We take on issues like land rights, climate change and discrimination against women. And we won’t stop until every person on the planet can enjoy life free from poverty.

We are an international confederation of 19 organizations (affiliates) working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries.

All our work is led by three core values: Empowerment, Accountability, Inclusiveness. To read more about our values please click 

Oxfam is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and

committed to promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

Note: All offers of employment will be subject to satisfactory references and may be subject to appropriate screening checks, which can include criminal records and terrorism finance checks.

OXFAM PURPOSE:

To work with others to find lasting solutions to poverty and suffering

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 programmer partners in Logistics skills and to help such organization to establish effective logistics procedures.

DIMENSIONS:

• Responsible for day to day functions of supply chain (procurement, stocks, transport)
• Responsible for the movement of Assets & Equipment as per Oxfam procedures
• Responsible for day to day management of fleet management and travel arrangement

KEY RESPONSIBILITIES:

Procurement

• Ensure all procurements are done in a transparent, competitive and professional manner in line with Oxfam procedures and donor requirements.
• Conduct the cash procurement and all petty cash procurements within direct and/or single quotation thresholds by following Oxfam Procedures
• Distribute & Collect quotations and prepare CBA
• Support logistics coordinator to update
• Requisition Tracking Sheet
• Contract Follow-up
• Supplier Data Base
• Keep the procurement archiving updated (both physical & Box)
• Coordinate with staff and supplier on deliveries of goods and services
• Coordinate with Finance department on payments to suppliers.
• Ensure that Supplier payments are timely processed
• Stock & Transport Management
• Ensure the management of Stock and Warehouse according to the procedures outlined in Supply and Logistics Manual
• 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 with informing relevant departments.
• 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.)
• Assets and Equipment Management
• Manage equipment issuance by preparing appropriate forms
• Ensure that all assets / equipment’s are tagged and trackable
• Ensure the safety of assets / equipment, proper use and maintenance

Fleet Management

• Ensure the day to day management of rented vehicles (white board filled, vehicle assigned, log books properly filled) in efficient manners.
• Compile weekly fleet management plan in coordination with other departments
• Ensure the timely repair and maintenance of vehicles / generators
• Ensure the proper filling of Log Books and other forms
• Coordinate / communicate with qualified vehicles workshops on issues related to repair and maintenance of vehicles – only for Oxfam own vehicles
• Ensure the timely payment of all fleet related payment (rental, fuel) and avoid the delays
• Ensure that vehicles are equipped with Fire Extinguisher and first aid kits
• Arrange the fuelling of vehicles (only for vehicles without fuel) and produce monthly consumption report
• Ensure vehicle are safe to use and in good condition (maintained & clean)
• Arrange the vehicles for field visit by coordinating with SPU, Drivers and Passengers on departures.
• Carry out Driver’s performance review, training, checks in accordance with Oxfam vehicle manual.
• Ensure the good archiving of fleet documents (administrative documents, log books, fuel record etc.)

Administrative Support

• Book hotels for Oxfam staff and visitors
• Book tickets for air travel through the identified travel agent & shared services in Nairobi – maintain a ticket booking tracker.
• Responsible for all office minor repairs and maintenance.
• Maintains all Logistics files and archiving system.

Other

Participate in Oxfam meeting where required

Visit and support the field offices if needed or as delegated.

Reporting

Updated Equipment Register

Monthly Stock Report

Fleet Report ( Fuel consumption report)

SKILLS AND COMPETENCE:

Essential:

• Degree in any management/business studies
• Minimum 4 years of experience in managing logistics / office functions
• Good knowledge of local markets
• Good numeracy skills and good computer skills (Word, Excel, Outlook)
• Experience in working with external suppliers
• Able to manage multiple tasks in same time.
• Good personal communication skills, in written and especially verbal English
• A high level of self-awareness, personal energy, stamina and flexibility. Ability to work creatively, effectively and under own initiative
• Proven experience as a team worker and demonstrably cooperative with members of other teams.
• Commitment to Oxfam’s overall aims and policies and experience of promoting gender equity and diversity and the interests of marginalized people in all aspects of Oxfam’s work

Desirable:

• Degree/Diploma related to Logistics Management, Purchasing and Supply, Warehousing Management
• Experience in logistics (operational level) preferably with an International Non-Governmental Organization
• Fluency in spoken and written local languages
• Ability and willingness to travel regularly, at times at short notice.

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