Logistics & Administration Officer

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 the international confederation Oxfam.

Our Team

To ensure that Oxfam meets its business objectives and ensures that systems and procedures are

in place, in accordance with local laws, to provide the required support to the country programme

Job Purpose

This position will be responsible for daily maintaining and implementation of logistics and supply processes/systems (i.e. purchasing, warehousing, assets and fleet) for Oxfam operations in accordance with Oxfam policies and procedures.

Core Details

Location:  Zahle.

Internal Grade:  D2

Division: International

Job Family: Property & Logistics

Contract type: Fixed Term

This role reports to: Logistics, Admin & Security Manager (LASM)

Staff reporting to this post: Cleaner

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

Key Responsibilities

Dimensions:

• Tasks will usually be routine and requires solid planning skills, but also may require use of initiative and a flexible approach to handle ad hoc requests
• Responsible to lead on all Bekaa-related procurement, storage and support fleet management
• Responsible for all Bekaa-related facility management and administration.
• Responsible for the proper storage and allocation of Oxfam assets and other equipment with regard to health and safety standards and guidelines
• Close coordination and information sharing with direct line manager in Beirut and key stakeholders, including project managers and technical coordinators.
• Regular communication with a broad range of external stakeholders e.g. contractors and suppliers.
• To monitor, update and disseminate security updates and SMP among Zahle office.

General:

• Ensure that logistics and supply (purchasing activities) within the Zahle office are carried out according to Oxfam’s policies and principles by using standard tools and templates, donor requirements and are in accordance with the Lebanese laws.
• Responsible for maintaining good and professional relations and establish good contacts with vendor-suppliers, other humanitarian actors (including UN agencies) and government departments that relate to logistics
• Contributing to Project planning, in terms of having an appreciation of the field constraints and capabilities.
• To write a monthly logistics report including aspects on asset tracking, stock inventories, requisition tracking and procurement.
• Security focal point in Zahle.
• 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 your line manager
• Carry out spot checks for both assets/inventory
• 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.
• 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.
• Coordinate all field deliveries with programme teams according to the volume of needs determined by the programme. To organize additional storage needs accordingly if required due to volume and needs.
• Effectively implement all information/data system 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 the timely payment of all goods and services rendered, in coordination with budget holders and the finance department.
• 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 Zahle, using Oxfam’s GB selection and pre-qualification processes.
• Weekly and monthly reporting to direct line manager on procurement tracking of all requisitions according to agreed deadlines and formats, as well as the field office monthly Status Report.
• Keep proper record of all expenditures, receipts, requisitions, purchase order forms, waybills and other documents.
• Support the procurement team in the procurement processes not limited to asset purchases and in specifications analysis.
• Going field trips with team to check distribution and assist them.

Vehicle and Fleet Management

• Maintain Zahle vehicle fleet management routines, vehicle checks including logging, onboard equipment, tools and documents and regular service due dates.
• Support fleet assistant in managing performance of Zahle drivers
• Administration and documentation of driver leave / sick day plans through close coordination with Fleet assistant.

Security

• When required, provide input and feedback on revisions to the national Welcome Pack and Security management plan from the Bekaa perspective.  
• Ensure that an appropriate system is in place to provide security information to visitors in advance of their arrival.
• Ensure all drivers are aware of the relevant aspect of the security management plan with regards movements and driving in Lebanon. Ensure driver briefings are conducted with specific regards to safety and security for all new drivers, and refresher sessions for all drivers at regular intervals or following a security incident.
• Any task reasonably assigned to you by your direct line manager or designated person
• Collect, analyse and share security information regarding the operational environment with security manager in country.

Administration

• Ensure all (stationary, toiletries, safety equipment, etc,..)  office supplies are adequate and are replenished regularly with proper stock control.
• Responsible for the hygiene and tidiness of the office, with direct line management to the cleaner. Book accommodation, conferences and taxis when requested with the use to approved budget codes and procedures
• To make sure office utility bills (water, electricity, diesel, telephone) is processed and paid on time.
• Follow-up on all aspects related to office maintenance, and utilities, and coordinate with lessor on due payments and municipality fees.

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

Person Specification           

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.

Key Organisational 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

Essential - Experience, Knowledge, Qualifications & Competencies                                     

• 1 – 3 years of experience in: Logistics, purchasing, warehousing and general administration.

• Minimum 1 years of experience in INGO or in any UN agencies.
• Ability to plan, priorities and organize work
• Excellent communication skills in written and oral English and Arabic
• Attention to detail, highly numerate and computer literate, including word  processing, databases/ spreadsheet use

Desirable                                   

Good knowledge of Beqaa market and experience on supplier mapping

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.