Job Vacancy @ Oxfam – Logistics Officer (Sierra Leone)

TD 2022/004/ FNA-SL

Recruitment of Logistics Officer-Freetown-Programme Management Unit.

 

Dear All,

Oxfam is a registered International Non-Governmental Organization. It is a member of Oxfam International, and international confederation of 17 organizations working together in 98 countries with partners and other allies around the world.

Oxfam focuses its activities on providing a comprehensive response to poverty, working cohesively in the four areas that constitute its identity: development cooperation, humanitarian action, faire trade, social mobilization, campaigns and education for global citizenship.

Oxfam in Sierra Leone is looking for a qualified Sierra Leonean to fill the vacant position above with the following requirements below:

DIVISION: Operations TEAM: Finance and Compliance
LOCATION: Freetown CONTRACT TYPE: Fixed Term (__1 Year)
GRADE D2 National JOB FAMILY: Property and Logistics
SALARY: £19,700-£29,396 As per the Oxfam benefit Package HOURS: 40 hours per week
FLEXIBILE WORKING
We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at the interview stage

TEAM PURPOSE: The Logistics Team is part of the Finance and Compliance Team  for ensuring that all operation procedures of Administration and Logistics are adhered to and implemented in a manner that is compliant with Oxfam policies, standards and procedures.  In particular, the team provides professional, business focused service on logistics, delivering proactive and solutions-based approach for resolving issues. The team will also ensure that the operational business requirements are effectively managed to deliver organizational results and support the achievement of Programme outcomes.

 

JOB PURPOSE: 

The main purpose of the Logistics Officer is to work as part of the Programme team in providing general logistics support including procurement ,planning, coordinating with project partners, safety and security of office premises, administrative support, inventory, asset and contract management.

POST HOLDER REPORTS TO Finance and Compliance Coordinator
JOBS REPORTING TO THIS POST Drivers
Office Support and Domestic Staff

BUDGET RESPONSIBILITY No

KEY RESPONSIBILITIES  Supply Chain/procurement

 

The post holder is responsible for implementing an efficient Supplies system in response to the needs of the organization. This includes establishing a clear and effective procedure, in keeping with the policies of Oxfam, and ensuring ‘best value for money’. Specific responsibilities will include:

• Plan, manage and provide technical advice on procurement activities, following rules, procedures and regulations.
• Negotiating and purchasing items required for the running of the office and Programme.
• Ensure that all orders comply with the procurement policy and procedures of the Organization.
• Ensure that goods purchased are in accordance with our requirements and match given descriptions.
• Negotiate for favorable terms for purchase, eg discounts and credit, and follow up with finance to ensure that payments are made to the suppliers promptly.
• Ensure that goods purchased are delivered to the appropriate location and / or person/s.
• Ensure that the correct filing and paper trail is followed for receiving and forwarding supplies.

Fleet Management

The post holder is responsible for the implementation of an efficient and effective Logistics service, in response to the needs of the Programme. S/he will be required to:

• Manage the fleet and ensure that the entire fleet is in a good state of repair and running efficiently.
• Ensure that the allocation of vehicles and drivers are done in an effective manner, in response to the transport requisitions and requirements of the Programme.
• Ensure that all vehicles are properly maintained and running in good state of repair. Ensure that accurate records are maintained for each vehicle as per the vehicle monitoring sheets and logbooks.
• Produce transport management reports and appraise the management regarding the status of the fleet.
• Ensure that all vehicles are appropriately insured and that we are following up on claims.
• Ensure that all communication equipment in vehicles is well maintained and working at all times

Finance

• Manage floats and ensure that they are retired in a timely manner (for all staff within Logistics)
• Ensure that all payments are duly authorized as per standing financial procedures

Security and Safety

• Assist in line management in the collection of security information and implementation of security protocols
• Ensure that all the necessary procedures and steps are in place for the safety and security of Oxfam personnel and assets.
• Ensure that all staff comply with Security Guidelines and Procedures

Staff Management and Training

• Manage and supervise Drivers, Office Support Staff and Domestic Staff appropriately.
• Undertake appraisals with all staff under your line management on a six-monthly basis in line with standing procedures
• Identify and put forward recommendations to your line manager any training needs/gaps within the logistics team.
• Undertake training as requested by your Line Manager in keeping with the duties of the job.

Office Closure and Phase out

• Deregistration of Oxfam in Sierra Leone
• Asset disposal
• Archiving of Programme, project, finance files.

Other Responsibilities

• Be responsible for the maintenance and repair of premises leased by the organization and equipment contained therein. This includes, communication equipment and other household equipment belonging to Oxfam located in the Freetown Office and other houses leased for use by its Expatriate staff.
• Be responsible for maintaining inventories for asset ,up to date Copies of all inventories must be held in each respective office.  Inventories must be updated every six months.
• Be responsible for liasing with the relevant Govt, donors, UN agencies and INGO’s on matters relating to Logistics, Procurement, and areas coming under your purview.
• Prepare monthly logistics report
• Carry out any other duty or responsibility delegated by your Line Manager.

PERSON SPECIFICATION

Most importantly, every individual at Oxfam GB needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, SOLIDARITY, COURAGE AND EQUALITY 

Our Values 

• • Equality: We believe everyone has the right to be treated fairly and to have the same rights and opportunities.
  • Empowerment: We acknowledge and seek to expand people’s agency over their lives and the decisions that impact them.
  • Solidarity: We join hands, support, and collaborate across boundaries in working towards a just and sustainable world.
  • Inclusiveness: We embrace diversity and difference and value the perspectives and contributions of all people and communities in their fight against poverty and injustice.
  • Accountability: We take responsibility for our action and inaction and hold ourselves accountable to the people we work with and for.

• Courage: We speak truth to power and act with conviction on the justice of our causes.

• Ensure you commit to our THREE ORGANISATIONAL ATTRIBUTES:

1. Be committed to equal opportunities: demonstrating sensitivity to culture differences and gender equality. 2. Be willing to learn and apply gender mainstreaming, women’s rights, and diversity and inclusion across all aspects of your work. 3. 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.

• Ensure you actively ADOPT OXFAM’S FEMINIST LEADERSHIP APPROACH and applying the principles and twelve practices in your work. Read more about this here:

Read this guide to find out more about what our values, organizational attributes and feminist leadership approach mean for how we work 

For this role, we have selected two of the most relevant feminist Leadership practices for this role (which you can read more about here: 

 

1 Self-Awareness

2 Mutual accountability

3 Strategic Thinking and Judgment

Experience, Knowledge & Competencies

Essential

• Degree in logistics management or related fields
• National Diploma in logistics management or its equivalent is an added advantage
• Valid Driving License

Experience:

• 5 years’ experience in a similar capacity
• Experience in working in a computerized environment.

 

Technical:

• Proven skills in effectively supporting and managing staff.
• Sound analytical skills.
• Leadership skills and ability to manage and work within a team.
• Interpersonal and communication skills
• problem solving and negotiation skills
• working knowledge of English
• ability to use spread sheets (Excel) and Word
• Thorough understanding of vehicle fleet management
• Sound understanding of stock control and stock management
• Flexibility and ability to work under pressure against deadlines
• Actively involved in Asset Management
• Commitment to staff development

 

Desirable

•  Sound understanding of stock control and stock management
• Qualifications in procurement and Logistics management

Safer recruitment: All offers of employment are subject to satisfactory references and appropriate screening checks (which can include counterterrorism, safeguarding and criminal records checks).

Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

 

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

 

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

DBS CHECK REQUIRED No

Closing date for all applications is the 13th July,2022.

Only shortlisted candidates Will be contacted for written test.

Please use the link to apply: APPLY

 

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