Logistics Officer

**Oxfam is a global movement of people working together to end the injustice of poverty.**

Oxfam is a global community that believes poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s rights 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.

**_ The Role:_**:

- To ensure compliance with Oxfam Logistics and Supply systems and processes in all aspects of the field office work.
- Adhere to all applicable SoPs, Code of Conduct, rules and regulations, and report any non-compliances observed.

**General**
- To ensure compliance with Oxfam Logistics and Supply systems and processes in all aspects of the field office work.
- Adhere to all applicable SoPs, Code of Conduct, rules and regulations, and report any non-compliances observed.

**Project Supply Planning & Reporting 25%**
- Provide any support required to programme team to develop budget proposals in line with donor guidelines or regulations.
- Work with programme team to develop supply plans for each project and review regularly to ensure they are actioned.
- Link with programme team for effective coordination and programme implementation.
- Anticipate and coordinate requirements for institutional donor reporting (e.g. assets).
- Lead on the assessment and monitoring of Supply & Logistics capacity in partner organisations.
- Coordinate activities and resources with implementing partners in order to achieve common objectives.
- Provide on the job training for Oxfam and partner staff on Oxfam logistics processes and procedures
- Ensure partner logistic staff are aware of other relevant Oxfam policies - Anti-Terrorism Policy, Aid diversion etc.
- Prepare monthly top up report for logistics expenditure (cash flow) and submit to finance
- Ensure visibility of the Supply & Logistics function and activities, by producing monthly Supply & Logistics reports and submitting to Country Office within the agreed timescale

**Procurement 25%**
- Responsible and accountable for ensuring that logistics activity in Oxfam is carried out in accordance with the Logistics and Supply Manual, procedures, Oxfam Logistics Policy, and local laws.
- To ensure compliance with Oxfam Logistics and Supply systems and processes during the sourcing of goods and services, ensuring appropriate storage of procurement documentation including quotations, requisitions, purchase order forms, goods received notes, receipts, waybills and all other documents are retained as per Oxfam and donor requirements.
- Participate in procurement/tender committee deliberations, advise the committee members on procurement procedures and prepare all related documentation including analysis and award letter.
- To keep records of and maintain contacts with suppliers and local repair/maintenance shops and undertake price comparisons in order to obtain best value for money and to maintain a complete and comprehensive procurement paper trail for Audit purposes.
- Prepare purchase/service contracts and follow up on execution and delivery of the goods and services.
- Make sure relevant staff have access to Helios system and train new staff.
- Manage all Contract Agreements and leases for Oxfam properties (Guest house, Office, warehouse) ensuring termination/renewals when the time is due.
- Submit payment requests for properties and all other procurements as required and be responsible for follow-up on all pending purchases and related issues.
- Manage the office and guest house generators to ensure that they are regularly serviced, maintained with fuel available and usage monitored.

**Stock/Equipment/Assets 25%**
- Ensure that the warehouse management and asset tracking is followed, participating in physical monthly check of assets and the equipment inventory of the warehouse.
- Record all in and out of the store with proper documentation and register them in the system.
- Advise programme staff of any stock that is due to expire and ensure any disposals/donations are completed promptly and according to Oxfam procedures.
- Undertake regular visits to warehouse and review stock positions, particularly long-standing items/sleeping items.
- Ensure stock for various donors can be identified, tracked, and reported, including stock left over from individual projects.
- Maintaining Oxfam assets: including the recording of assets; disposal of assets; reporting any asset movement, loss or damage
- Inform Programme Manager/Country Logistics Manager for any corrective action for long standing or sleeping items at warehouse.

**Fleet/Transport 20%**
- Plan and maintain daily/weekly movement of the vehicles as per the project need with correct visibility
- To effectively implement the system of daily checks to ensure that rental vehicles and drivers are adhering to Oxfam contractual terms in relation to insur