Logistics Manager

Oxfam Novib Somalia is looking for a Logistics Manager

Duty station: Hargeisa with frequent travel to the field Type of appointment: Fixed-term (National position) Contract duration: 12 months with possibility of extension Work schedule: Full-time

Reports to: Business Support Manager Start date: As soon as possible

Deadline for applications: 3rd December 2024

OBJECTIVE OF THE POSITION

In charge of running the logistic department for the country office Somalia /Somaliland office. He/she will provide proactive and efficiently logistical support to the Oxfam program teams to ensure the timely and effective delivery of our programs. This entails managing the procurement of all goods and services, required by the program in addition, the role will be expected to provide support and training to Oxfam’s partners

KEY RESPONSIBILITIES

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 arrangement
• Coordinate with staff, suppliers, and other concerns on issues related to Supply Chain & Assets
• Support Partners (assessment/ capacity building)
• To supervise and support all logistic personnel working for Oxfam Somalia/Somaliland.
• To assist the Programme Manager with logistics advice during the drawing up 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)
• Lead on Market assessments and establish Logistical needs of new emergencies/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 for evacuation.

KEY RESPONSIBILITIES:

Procurement

• Ensure all procurements are done in a transparent, competitive, and professional manner in line with Oxfam procedures and donor requirements.
• Manage and lead purchasing decisions, tender, advice, and support to the program department and teams. Ensure that delivery delays are minimized, in case of delays make sure that it’s communicated to the requester.
• lead in the tenders for procurement of high-value material with the support of the BSM
• Develop and manage supplier relationships, working to develop framework agreements where appropriate to achieve the most favorable terms for Oxfam
• Ensure that Supplier payments are timely processed
• Conduct regular performance assessments and reviews of suppliers to ensure they are working within Oxfam’s acceptable standards and objectives and delivering the service expected, taking corrective action as necessary
• Coordinate with other departments on procurement issues
• Coordinate with the Finance department on payment
• Responsible for Preparation, execution, and follow-up of procurement contracts/agreements (Supply, framework agreement, vehicle rental, security, etc.)
• Manage In-Kind Donation as per Oxfam’s procedure
• Provide timely information to the Business Support Manager Humanitarian Programme Manager and program 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 Supply and Logistics Manual
• Participate and ensure the selection of warehouse according to standards (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 the reception of material
• In case of any issue with quality/quantity report to the supplier
• Make sure the issuance of material to the relevant department after receiving the Stock Request is validated by an 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 the stock level reaches to minimum
• Maintain good arrangement and hygiene in the warehouse
• Keep the dangerous goods (chemical, flammable) separately in the warehouse
• Responsible for ensuring that personnel working in the warehouse are protected from any threat/hazard
• Manage transportation of material into project sites
• Ensure the availability of delivery documents for transported materials (Waybill etc.)
• Manage, and monitor all stocks in the country and establish a disposal plan by 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, and monitor all stocks in the country and establish a disposal plan by the donor’s requirement and with the country management team’s consultation
• Oversee the regulation of the use of vehicles and communications equipment.

Fleet Management

• Overall responsible for the 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 program. Make sure that vehicle registrations/insurance/fitness certificates are updated all the time
• Ensure the timely repair and maintenance of vehicles/motorbikes/generators
• Keep track of repair and maintenance (cost, spare parts, jobs) – only for Oxfam’s 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 on premises is according to standard (safety, control)
• Coordinate/Communicate with qualified rental car companies on issues related to car rental
• Assess the condition of the rented vehicle at the start of the contract and later regularly until under service with Oxfam
• Ensure the timely payment of all fleet-related payments (rental, fuel) and avoid delays
• Participate in the procurement process for the selection of workshops and spare parts suppliers – only for Oxfam’s vehicles
• Coordinate/communicate with qualified vehicle workshops on issues related to repair and maintenance of vehicles – only for Oxfam’s vehicles
• Coordinate with the insurance company to claim the insurance – only for Oxfam’s vehicles
• Ensure the good archiving of fleet documents (administrative documents, log books, fuel records, etc.)
• Conduct / arrange the driving tests for Oxfam’s staff who wish to drive the cars – only for Oxfam’s 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 arrangements (hotel/tickets etc.)

People Management

• Line manages two Logistics Officers in Hargeisa and a Field Logistician in Burao sub-office, ensuring 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 program setting. To provide support and training to the logistic teams, and capacity-build logistics staff with on-the-job training and mentoring to enable them to deliver with limited supervision.
• Responsible for creating monthly planning by considering the organization’s priorities
• Support line-managed staff to produce annual objectives in line with organizational and program priorities and provide regular feedback on staff’s performance in their role
• With the support of the country HR team pro-actively address any employee concerns promptly

Reporting

• Provide the monthly narrative report on Logistics activities
• Requisition Tracking Sheet
• Assets & Equipment Register
• Stock Report
• Fleet Report
• Maintaining the Logistics KPIs at both the field level and the country office.
• LAT (Logistics Assessment Tool)

WHO ARE WE LOOKING FOR?

EXPERIENCE, KNOWLEDGE & COMPETENCIES

Educational, Experience, and Technical Competencies

ESSENTIAL

1. Bachelor’s Degree or equivalent in Supply Chain, Logistics Management, Business Administration, Accounting, Finance, or any other relevant discipline of study.
2. Professional accreditation certification in Logistics/Supply Chain Management especially CHL, CHSCM, CIPS, and CILT.
3. Minimum of 6 years of “hands-on” working experience in logistics/procurement systems, warehouse, and fleet management with an international NGO including at least 3 year at the supervisory level
4. Good understanding of working with donor requirements (EU/ECHO, BMZ, DRA, SIDA, etc.).
5. Excellent organizational, problem-solving, communication skills (oral and written), report writing skills, and negotiation skills.
6. Well-developed conceptual, critical, and analytical thinking with the ability to convey complex information in a straightforward, interesting way, and influence this to a wider audience.
7. 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.
8. 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.
9. A high level of self-awareness, personal energy, stamina, and flexibility. Ability to work creatively, effectively, and under my initiative.
10. Proven experience as a team worker and demonstrably cooperative with members of other teams, responding quickly and accurately to queries and issues.
11. Experience using a computerized system (Ms. Word, Excel, Procurement software, etc.)
12. 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.
13. Knowledge or appreciation of Somalia and Somaliland in terms of its political, economic, and social trends plus a good understanding of the key development and humanitarian issues in the region.

Desirable

1. Strong experience with Oxfam business systems including TRACKPOINT, and Oxfam tool will be an added advantage.
2. Master’s degree/Postgraduate degree qualifications in supply chain management and logistics.
3. Systems Thinking: To view problems as parts of an overall system and about the whole system, rather than reacting to a specific part, outcome, or event in isolation. To manage well-intended consequences of organizational decisions and actions.
4. Strategic Thinking and Judgment: To use judgment, weighing risk against the imperative to act. To make decisions consistent with organizational strategies and values.

Competencies

• Influencing: To engage with diverse stakeholders in a way that leads to increased impact for the organization. To spot opportunities to influence effectively and where there are no opportunities, to have the ability to create them in a respectful and impactful manner.
• Self-awareness: To develop a high degree of self-awareness around your strengths and weaknesses and your impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes.
• Humility: To put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team, and play to the strengths of everyone. we are not concerned with hierarchical power, and we engage with, trust, and value the knowledge and expertise of others across all levels of the organization.