Logistics & Administration Officer

Key Responsibilities

General:

• Ensure that logistics and supply (purchasing activities) within the Beirut & Tripoli offices are carried out according to Oxfam’s policies and principles, using standard tools and templates, donor requirements and are in accordance with the Lebanese laws.
• Recommend and advise on any improvement or changes to these procedures as a means of further strengthening best practice adapted to the local context.
• Responsible for maintaining good and professional relations and establish good contacts with vendor-suppliers.
• To write a monthly logistics report including aspects on fleet, asset tracking, stock inventories, requisition/PR tracking and analysis and share with management.
• Any task reasonably assigned to you by your line manager or designated person

Asset Management

• Maintaining and updating Oxfam assets including the recording of assets; disposal of assets; reporting any asset movement, loss or damage
• Asset Management, including ensuring appropriate storage and maintenance of assets.
• Tag / Register assets once the commodity is delivered to Oxfam premises.
• Compile monthly asset reports / Spot check reports and submit to LASM.
• Manage maintenance of the Oxfam GB assets through corporation with Procurement & IT departments
• Carry out spot checks for both assets/inventory
• Assist Tripoli & Zahle Field Offices in documenting the receipt, handling, storage releases
• Visit field sites to assist with asset physical verifications on monthly basis, ensure all systems are executed with adherence and compliance to the policies especially for fiscal year-end reporting.
• Support the procurement team in the procurement processes not limited to asset purchases and in specifications analysis.
• Coordinate with field offices for the transportation of assets and properties, verify needs and support through all the logistics services associated.

Procurement, Storage, and Distribution:

• Ensure the procurement of all supplies and service needs (high and low value transactions) as requested by various programmes are carried out in a timely and cost-effective manner and according to Oxfam Policy on procurement and keeping in mind any donor requirements on procurement.
• In coordination with LASM, set realistic procurement timelines with program teams, hence allowing S/He to assess market and obtain value for money purchases.
• Timely updates and circulation of requisition/PR tracking sheet to program teams necessary for the sound and transparent tracking and management of goods, including tracking requisitions tracking of movement of supplies and goods received and dispatched.
• Ensure that supplies/goods/works contracts are presented in an agreed Oxfam GB format for authorization and that all contract records are well kept/filed (in both soft – on “O” drive, Box and hard copies).
• Ensure the timely payment of all goods and services rendered, in coordination with budget holders and the finance department.
• Coordinate all logistics/procurement activities with other departments/affiliates in the Beirut/Tripoli offices so as to ensure the most efficient use of both offices’ resources, namely staff time and vehicle use.
• Weekly and monthly reporting to direct line manager on procurement tracking of all requisitions according to agreed deadlines and formats, Vehicle Report, as well as the field office monthly Status Report.
• Keep proper record of all expenditures, receipts, requisitions, purchase order forms, waybills and other documents.
• Provide status updates for procurements related to Beirut & Tripoli field office to related Programs,
• Responsible for creation and management of list of contracted suppliers in Beirut and Tripoli, using Oxfam’s  GB selection and pre-qualification processes.
• Responsible for suppliers site visits to the suppliers, historical data, etc. for Contracted Suppliers and any large procurement related to Beirut & Tripoli offices.
• Supports the LASM for the implementation of market studies and large procurement procedures such as LTA ,  Framework agreements and tenders.
• Prepares/oversees preparation and distribution of invitations to tender and manages/conducts all aspects of bid/proposal evaluations.
• Prepares a variety of procurement related documents, contracts, communications, guidelines and instructions.

Vehicle and Fleet Management

• Maintain Beirut/Zahle/Tripoli vehicle fleet management routines, vehicle checks including logging, onboard equipment, tools and documents and regular service due dates with the help of logistics assistant.
• Supervise & cooperate with Logistics Assistant by ensuring all fleet activities are maintained properly.
• Maintain Beirut/Zahle/Tripoli vehicle fleet management routines, vehicle checks including logging, onboard equipment, tools and documents and regular service due dates with the help of logistics assistant.
• Ensure good maintenance of the vehicles and keep them in optimum condition and used cost-effectively.
• Ensure drivers handbooks, emergency numbers and staff contact list is updated and kept in all vehicles with the help of logistics assistant
• Spearhead weekly vehicle checks using the provided Oxfam vehicle checklist. 
• Ensure proper management of fuel consumption of fleet through regular vehicle fuel consumption analyses and reporting to Line Manager.
• Ensure proper management of vehicles (deployments) through regular vehicle deployment and mileage (KM) report analyses – and in case of significant variance, ask concerned driver(s) to explain and or report to Line Manager.  
• Ensure generation of and action on monthly vehicle management reporting by finalizing and submitting to vehicle report.
• Ensure vehicle misuse is promptly reported to direct line manager if any misuse is identified.
• Ensure all drivers are regularly updated on any organizational information; changes/developments including on any SOPs
• Responsible for the performance management of all drivers
• Administration and documentation of driver leave / sick day plans
• Update, disseminate and monitor weekly staff travel board (travel plans) by email and WhatsApp group.

Logistics and Administration:

• The supervision of all cleaning staff focusing on their performance in terms of standards of cleanliness and their behavior.
• Reviewing work schedules of Cleaner in Beirut Office.
• Monitoring of all cleaning activities across offices in Beirut
• Ensuring cleanliness of ALL office area on a daily basis by supervising the cleaner
• Control and Management of all office supplies, including coffee and tea facilities (including stock keeping and control on a monthly basis)
• Follow-up on all admin related work and coordinate with admin assistant on all ongoing events, hotel bookings, flights, accommodations, and guest houses.

Your commitment to Oxfam

• 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

•  3 years experience in: Logistics, purchasing, warehousing, vehicle management, Good understanding of donor rules and guidelines and Oxfam Logistics Policy and Procedures

• Ability to plan, prioritise and organise work

• Anticipates outcome of activities and uses initiative to achieve targets
• Actively promotes high standards and continuous improvement
• Continually seeks out most efficient use of resources
• Pro-actively adapts and improves standards and working practices
• Able to advise and train on specialist skills to other departments / teams
• Excellent communication skills in written and oral English and Arabic
• Proven ability to organise work effectively and supporting others
• Attention to detail, highly numerate and computer literate, including word processing, databases/ spreadsheet use
• Able to communicate instructions and objectives clearly
• Keeps abreast of internal and external events that may influence role

Desirable

• Financial management ability.
• Experience of supervision of staff.

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.