Logistics Officer (national recruitment) At Oxfam Solidarité

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.

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Annual Salary and Benefits – Based on experience and according to national remuneration guidelines.

Contract type – Fixed Terms- 100% (full-time)

Reporting to – Logistics Officer in Charge

Staff reporting directly to this post – 2 logistics assistant / Drivers

Key relationships/interactions – Admin, Logistics and Finance teams, Projects and Management, local partners

Location – Oxfam in Algeria – Oxfam Office in Rabouni – Tindouf

Shaping a stronger Oxfam for people living in poverty.

Description

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.

Oxfam in Algeria has been active in the Saharawi refugee camps in Tindouf since 1975. Oxfam’s programme in the camps involves a combination of humanitarian (focusing on WASH and Food Security) and resilience interventions with policy and influencing work locally and globally.

Oxfam has recently developed a series of new projects with complex operations involving diversified and largescale procurement including water storage and supply equipment, agricultural products and technology, food supplies and procurement of sophisticated consultancy services. Additionally, it recently expanded its presence in the camps and established 5 sub-offices to support the projects.

The markets in the Sahrawi refugee camps and the city of Tindouf are limited which requires resorting to procurements through the wider Algerian and international markets to secure certain items/supplies.

Job Purpose

This position will be responsible for daily support to implementlogistics processesfor Oxfam operations in Tindouf Office, in accordance with Oxfam policies and procedures. S/he will report regularly to the Logistics Officer, line-managing them. **

Job Responsibilities

Logistics:

· Ensure that logistics and supply (purchasing activities) within the Rabouni office are carried out through standard tools, in-line withOxfam’s policies and procedures, and donor requirements, and are in accordance withnational and local regulations.

· Ensure the timely payment of all goods and services rendered, in coordination with budget holders and Finance.

· Contribute to project planning, have an understanding of field constraints and raise any probable risks to the Logistics Officer in Charge.

· Support in coordinating the development of procurement plans for each new grant and ensure regular monitoring/reporting against progress.

· Support the preparation of monthly logistics reports including fleet management, asset tracking, stock inventories, requisition tracking.

· Support in coordinating all field deliveries with program teams according to the volume of needs determined by the program.

· Contribute to project planning;appraise field constraints and capabilities. Raise these risks to Finance and Support in Rabouni in a timely manner.**

Procurement and Fleet Management

· Coordinate the development of procurement plans for each new grant and ensure regular monitoring/reporting against progress.

· Keep proper records of all contracts, expenditures, receipts, requisitions, purchase order forms, waybills and other documents (in soft and hard copies).

· Draftlogistics reports including aspects, ensuring updates on deliverables in a timely fashion.

· Assist in the creation and management of lists of contracted suppliers in Algeria, using Oxfam’s selection and pre-qualification processes.

· Report regularly to the Logistics Officer in Charge on procurement tracking of all requisitions according to agreed deadlines and formats.

· Assist in the preparation of a variety of procurement related documents, contracts, communications, guidelines, and instructions.

· Coordinate all logistics/procurement activities with other departments within Oxfam.

· Participate in selecting suppliers through selection committees, at the request of the Logistics Officerin charge.

· Partake inupdating security procedures under the supervision of the country representative and the security focal point.

· Support in ensuring that all goods are stored in an accountable and a secured manner according to Oxfam standards.

· Maintain Rabouni vehicle fleet management routines;vehicle checks including logging, onboard equipment, tools and documents and regular service due dates.

· Ensure that vehicles are in optimum conditions,well-maintained and are used cost-effectively

· Ensure proper management of fuel consumption of fleet through regular vehicle fuel consumptionanalyses. Flag issues if they exist.

· Ensure proper management of vehicles (deployments) through regular vehicle deployment andmileage (Km) report analyses – and in case of significant variance, ask concerned driver(s) toexplain and or report to Line Manager.

· Ensure vehicle misuse is promptly reported to management

· Ensure all drivers are regularly updated on any organizational information; changes/developments including, changes toSOPs

Asset Management

· Administration and documentation of subordinates.

· Update, disseminate and monitor weekly staff travel boardsby email and WhatsAppgroup.

· Support in maintaining and updating Oxfam record on assets including disposals, reporting on asset movements, loss or damage.

· Support in asset management, including appropriate storage and maintenance of assets.

· Tag / Register assets once the commodity is delivered to Oxfam premises.

· Carry out spot checks for both assets/inventories.

· Support in ensuring all (stationary, toiletries, safety equipment, etc) office supplies are available adequately and are replenished regularly with support from the logistics assistant(s)

Security:

· Support in security briefings of staff and visitors to the Rabouni Office,both on arrivaland immediately following any security incident.

· Ensure all drivers are aware of the relevant aspects of the security management plan with regardsto movements in Algeria and/or Sahrawi Camps.

· Ensure driver briefings are conducted with consideration to safety and security for all new personnel; and conduct reminder sessions for all drivers atregular intervals or following a security incident.

Other

· Eager and required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and womens’ rights.

· Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles.

· Cover the absence of the Logistics Officer in charge as needed.

Job Requirements

Essential

· Previous intensive experience inlogistics, purchasing&procurement, warehousing and vehicle management, general administration.

· University Degree or equivalent experience in finance, management or related fields.

· Good understanding of core logistics functions.

· Good communication skills in written and oral French, Arabic and English (Spanish would be an asset).

· Highly numerate and computer literate, including MS Office and databases.

· Familiarity with donor rules and guidelines.

• Ability to plan, prioritize and organize work with attention to details.
• Possess an “always available” attitude.
• Anticipate activities outcome and takes initiative to achieve targets.
• Actively promote high standards and continuous improvement.
• Continually seek out most efficient use of resources.
• Able to advise and train on specialist skills to other departments / teams.
• Proven ability to organize work effectively and support others.
• Solid understanding and convictions of a rights-based approach and gender.
• Experience of working with technical teams to develop complex proposals.
• High analytical/negotiating/communication/inter-personal skills.
• Ability to make effective, timely decisions and take prudent risks.
• Ability to work within a multicultural, multilingual, and multidisciplinary environment and to work effectively with others in a team across institutional boundaries and business units.

Desirable

· Previous experience in international organizations is highly preferable.

· Knowledge of Oxfam’s programmes and its intervention within the Sahrawi context would be an asset.

· Ability to overcome challenges in consistence with Oxfam’s values.

· Flexibility to adjust within an online working environment.

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 Oxfam’s safeguarding 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.

Key Behavioral Competencies
(based on Oxfam’s Leadership Model)**

Decisiveness

We are comfortable to make transparent decisions and to adapt decision making modes to the context and needs.

Influencing

We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organization We spot opportunities to influence effectively and where there are no opportunities we have the ability to create them in a respectful and impactful manner.

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 relationship, 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.

Listening

We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear and consider different preferences.

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 practicing 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 behaviors to control and channel our impulses for good purposes.

Enabling

We all work to effectively empower and enable others to deliver the organizations goals through creating conditions of success.We passionately invest in others by developing their careers, not only their skills for the job. We provide freedom; demonstrate belief and trust provide appropriate support.