Head of Logistics & Supply Chain Management At Oxfam GB

About Oxfam

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of international confederation of 19 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries.

Our values and commitment to safeguarding

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. 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.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

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

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

OUR WORK IN ETHIOPIA

Since the early 1970s, we have been working to address the underlying causes of poverty and marginalization by focusing on developing sustainable livelihoods, providing water and sanitation, agriculture, climate research, gender, and humanitarian issues.

OUR TEAM

Logistics Team will provide a professional, business focussed on logistics, delivering a proactive solutions-based approach for resolving issues and ensuring that the operational business requirements are effectively managed to deliver organisational results and support the achievement of programme outcomes.

Job purpose

Head of Logistics and Supply Chain is Oxfam’s senior role in Ethiopia and as a member of the senior leadership team, the Head of logistics and supply chain will provide professional advice in developing strategy and be part of decision making.

The Head of Logistics and Supply Chain provides overall leadership and management of the Logistics and Supply Chain department across the country (i.e. supply, supply chain and fleet mgmt. software, facilities, warehouse, fleet, asset, and/or budget). He/ She will ensure gender mainstreaming through programme assessment, planning and implementation.

The purpose of this position is to develop and implement a logistics strategy and manage its delivery, He /She acts as an advisor to senior managers on all logistics and Supply Chain matters (supply, stock/inventory management, fleet, facilities, and assets management). S/he will provide virtual and in-country support to all field Offices, program and support teams for achieving program delivery across all OXFAM development and humanitarian programs. S/he will support effective communication and information flow among offices; (field, donors, partners, regional and international) to ensure compliance with all OXFAM and donor operational policies and procedures.

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core details

Location: Addis Ababa

Salary: As per the Oxfam benefit package

Internal Grade: C1, National

Job Family: Property & Logistics

Contract type: Fixed-Term contract for two years with the possibility of extension

Hours of work: 37.5 hours per week. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at the interview stage

This role reports to Country Director -Ethiopia

Staff reporting to this post:

Logistics Coordinator, Admin Coordinator, Senior Procurement Officer, Logistic Officers and Assistants and matrix responsibilities for logistic staff in the field

The annual budget for the post: No direct budget responsibility

Key relationships/interactions:

Screening checks:

All successful candidates will be screened through Refinitiv World-Check One to comply with counter-terrorism and financial sanctions regulations.

References:

Should you be successful and not already employed by Oxfam GB, we will require a minimum of one reference covering three years of employment history.

DBS checks (for roles based in the UK):

It is a requirement in the UK for a new DBS check at an enhanced level for every new member of staff who works directly with or has regular contact with, children or vulnerable adults in the UK (consistent with DBS guidance and relevant law).

N/A

Key responsibilities

1. Strategic – Leadership

• · Assist the OXFAM leadership in review existing procurement and logistics systems and provide assurance that there exist minimum operational procedures and standards.
• · Develop solutions to diverse and complex problems within organisational policy and take part in proposal writing and or budgeting.
• · Anticipate and resolve challenges within corporate or divisional parameters, with moderate scope; contribute and influence operational planning; influence managers, staff and volunteers in Oxfam and develop effective networks with external bodies.
• Ensure that adequate control mechanisms are in place and procedures are fully compliant and adhered to as per the operational handbook throughout the area of operation.
• Prepare country–level logistics summary and analysis reports.

2. Logistics Coordination & Planning

• Develop appropriate sourcing strategy & conduct regular market surveys of goods and services; establish and maintain a well-defined supplier database with the goal of establishing standard framework contracts for suitable strategic items and pre-qualify suppliers for non-strategic items & services.
• Maintain an overview of the logistics needs of the Ethiopia programme and the means by which to meet these needs in a timely and quality manner.
• Work with programme managers/coordinators to identify logistics needs and develop strategies to meet them in a timely fashion.
• Undertake short periods of research or project work to document the experience and build up institutional learning on logistical aspects of Oxfam’s work.
• Make assessments of the logistics issues of new situations e.g. transportation, new base setups etc. with or on behalf of other staff and report with recommendations for Oxfam.
• In close collaboration with the leadership team and Project Managers/Officers, to assess the need for, and ensure that appropriate physical means are in place (Facilities, warehouse communications, safe areas, etc.) to ensure the safety of staff in their respective duty stations and also to manage evacuations when necessary.
• Project supply planning & review
• In collaboration with project managers, design an appropriate supply structure, in line with Oxfam standards and procedures:
• Throughout the project cycle, provide information for the (re-)planning of supply activities, including in the early stages of new programmes and donor proposals.
• Work with programme teams to develop supply plans for each donor contract and collaborate with field logisticians on delivering these plans.
• Periodically review the effectiveness and quality of the supply process.
• Maintain a risk register for the supply chain in projects and prepare mitigating actions.
• Use supply chain information systems to analyse and select data to prepare management information.

3. Logistic System and Procedures Management

• Maintain an overview of Oxfam policy, systems and procedures relevant to Programme logistics in field bases with Programme/Project Managers.
• Ensure that logistics-related donor conditionalities are met across the Programme
• With the support of the Helios National Focal Point, ensure that Helios is implemented in all Programme field bases locations, and to make sure that all the logistics staff are trained in the usage of the Helios system.
• Ensure that an appropriate stock management system is in place in all field-based locations and foresee that an updated, and accurate monthly stock report is submitted.
• Ensure and monitor appropriate data entry into the Terramara TrackPoint system. Ensure that all data are collected on time and put into the TrackPoint system and the appropriate staff are well trained and are effectively using the system.
• Ensure and monitor appropriate Master asset register and foresee that an updated asset register is included in reporting from all field bases.
• Lead in the development of analysis on transportation requirements in Ethiopia and potential developments. Air, road etc
• Ensure that vehicle fleet management routines are established and maintained, including appropriate management of drivers. Ensure that there is an efficient system in place for the monitoring of fuel purchase and consumption, services and repairs for vehicles and other machines (engines) and that the system is scrupulously applied and reviewed.

4. Staff Management and Representation

• To input/support the recruitment of logistics staff as well as recruit, instruct and supervise those under direct management.
• To visit the teams and programmes regularly in order to monitor the systems, procedures and assess the performance of logistic personnel (and make recommendations and plan of action with regard to this).
• Establish and maintain good contacts with suppliers, government offices, UN agencies and other NGOs with regards to logistical matters.
• Participate in the Senior Management Team and act as a positive leadership model to other team members.
• Ensure the implementation of actions in support of Oxfam values and policy, including gender and diversity mainstreaming.

5. Matrix Management

• Contribute to the monitoring of the capacities of all Programme logistics staff in Ethiopia. This will be achieved through mentoring and supervision and also through other learning forums and methodologies.
• Support Project Managers in Performance management of logistics staff according to Oxfam’s performance management system. Assist in the Matrix management line to set objectives, develop capacity, and evaluate the performance

6. Partnership

• Lead on the assessment and monitoring of Supply & Logistics capacity in partner organisations.
• Ensure that the design and delivery of supply with implementing partners is collaborative
• Coordinate activities and resources with implementing partners to achieve common objectives.
• Assess and monitor learning and development needs for partner organisations.
• Manage, develop, and implement learning interventions for partners. Others
• Contribute to the One Program Approach that the OCS has identified as one of the critical ways of working
• Perform other related tasks that may from time to time be assigned by the recruiting manager**Other**
• Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women’s rights
• Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles.

Essential – Experience, Knowledge, Qualifications & Competencies

He/she will be ultimately responsible for smooth operations of all logistics functions in the country, whether in Addis, field-level or satellite offices regardless of whether they are managed by local or international staff.

This person is to have excellent communication skills to enable them to articulate any issues to management as well as other stakeholders. Strong leadership qualities to manage the team, motivate them and influence other colleagues to perform, both within logistics and across other functions.

The Head of logistics and supply chain should have demonstrated problem-solving skills, independent decision-making ability, organizational skills, procedural mindset, ability to prioritize, understanding of quality management principles, attention to detail, ability to analyse data and understand connections. He /She should be an individual with high standards of integrity, excellent negotiating skills and the ability to manage external relationships.

Essential

• Master’s /Bachler’s degree in either Logistics and/or supply chain management
• At least 10 years of relevant Logistics and Supply Chain work preferably in an international NGO out of which 5 years should be supervisory/managerial experience.
• Extensive experience in logistics related skills as listed above (managing supplies, assets, team support, vehicle fleet management, security awareness and communications);
• Strong analytical and strategic planning skills.
• A proven record of effective management of people and resources, including planning and organisational skills
• Excellent diplomacy, tact and negotiation skills, and good interpersonal and team skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
• Experience in management/supervisory responsibilities, including support to the development of others (including mentoring/ coaching, and team-building experience).
• Willingness to travel up to 40% to field bases
• Excellent working knowledge of English, good knowledge of the local language.
• Experience in insecure environments, and knowledge of the principles of security management.
• Sympathy with the aims and objectives of OXFAM
• Commitment to humanitarian principles and action.
• Commitment to Oxfam’s equal opportunity and gender policies. Demonstrated experience of integrating gender and diversity issues into logistics programmes as an advantage.
• To be familiar with and abide by the NGO/Red Cross Code of Conduct, the People in Aid Code, Oxfam International procedures and other regulatory codes.

Desirable

• Certification in Humanitarian Logistics Supply Chain and/or Professional License/Certification in Supply Chain/Logistics would be an advantage.
• Prior INGO experience in Logistics and supply chain management, within a complex/large scale country program.
• A driving license would be an advantageous

Key Attributes

• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work
• Commitment to undertake Oxfam’s safeguarding training and adherence of relevant policies to ensure all people who come into contact with Oxfam are as safe as possible

Organisational Values:

• Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions.
• Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen.
• Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.

Oxfam Behaviour Competencies and Commitments:

• Decisiveness – We are comfortable making transparent decisions and adapting decision making modes to the context and needs.
• Humility – We put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. 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.
• Relationship Building – We understand the importance of building relationships, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organization.
• Mutual Accountability – We can explain our decisions and how we have taken them based on our organizational values. We are ready to be held to account for what we do and how we behave, as we are also holding others to account in a consistent manner.
• Agility, Complexity, and Ambiguity– We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of elements interacting in diverse and unpredictable ways.
• Systems Thinking – We view problems as parts of an overall system and in their relation to the whole system, rather than reacting to a specific part, outcome or event in isolation. We focus on cyclical rather than linear cause and effect. By consistently practising systems thinking we are aware of and manage well-unintended consequences of organizational decisions and actions.
• Strategic Thinking and Judgment – We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values.
• Vision Setting – We have the ability to identify and lead visionary initiatives that are beneficial for our organization and we set high-level direction through a visioning process that engages the organization and diverse external stakeholders.
• Self-Awareness – We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviours to control and channel our impulses for good purposes.

Note to candidates: Shortlisted candidates will be assessed on our organisational values and attributes at the interview stage. The successful candidate(s) will be expected to adhere to our code of conduct. We encourage candidates to read and understand our code of conduct here